Special Council Meeting

THAT the Special Council Meeting on January 27, 2025 be called to order at 5:02 p.m.

THAT the Agenda as presented for January 27, 2025 be adopted.

THAT the Minutes of the January 16, 2025 Special Council Meeting be adopted as presented.

WHEREAS it is important to actively engage with community members and stakeholders when making decisions regarding Township properties that are used by residents and organizations; NOW THEREFORE BE IT RESOLVED THAT: Staff Preparation of Cost-Benefit Analysis : Staff be directed to prepare a comprehensive cost-benefit analysis based on current financials and historical utilization data of Township facilities. This analysis should include a comparison of operating costs, capital requirement, revenue generation, and usage trends. Third-Party Tenant Evaluation : The Township be directed to determine which of its facility assets could be suitable for a third-party tenant arrangement to help mitigate its operating and/or capital financing pressures. Declaration of Surplus Assets : The Township identify and assess which of its facility assets should be declared surplus and disposed of to: mitigate ongoing financial pressures; and assist with addressing capital renewal pressures. Comprehensive Space Utilization Analysis: Staff conduct a thorough analysis of the usage of each facility, which should include the following factors: Use by season, by time block Type of use (e.g., recreational, community, commercial) Reliance on indoor space by outdoor field users Type of user (e.g., one-off or repeat customers) Resident versus non-resident usage Revenue generation potential Community Engagement in Decision-Making: Staff be directed to ensure that community members and relevant stakeholder

THAT Staff be directed to reduce the Office of the CAO's Operating Budget by $5,900 for the SMART Waterloo membership from 2025 Budget; and, THAT Staff be directed to refer SMART Waterloo to the Community Grants Program in 2026 .

THAT Staff be directed to s end correspondence to Sustain able Waterloo Region advising that in 2026 they will apply for funding through the Community Grants Program.

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 Council directs Staff to remove 2025 Capital Budget Request Form #CS-2025-11- Replace Service Vehicle 701-14 from the 2025 Capital Budget.

THAT Council directs staff to include the 2025 Capital Budget Request Form #IS-2025-029 - Fleet & Equipment Replacement Program in the 2025 Capital Budget save and except for $45,000 in funding for the Light Duty 4x4 Pickup Truck.

WHEREAS the Township of Wilmot is dedicated to creating a sustainable operating and capital budget, that balances fiscal responsibility with taxpayer affordability, ensuring the township’s continued financial health; AND WHEREAS deferring capital budget items has contributed to our current situation, with an existing infrastructure backlog of $19 million, further deferrals would only exacerbate the issue; AND WHERAS addressing the Township’s financial challenges requires a strategic and sustainable approach. It is both prudent and fiscally responsible to adopt a comprehensive strategy that addresses these needs. THEREFORE, BE IT RESOLVED THAT Council directs Staff to phase in the proposed capital funding increase within the tax supported Operating Budget over a period of four years, with a 9% increase included in the 2025 Operating budget; AND THAT Staff be directed to develop a ten-year capital plan for presentation during the 2026 budget process based on a 9% increase in each of the next three years; AND THAT Staff develop a comprehensive, long-term funding strategy that addresses both operating and capital needs, ensuring the strategy is based on accurate financial projections and actual requirements, presented to Council as part of the 2026 Budget process.

WHEREAS the Township of Wilmot is committed to responsible financial stewardship to ensure the sustainability of municipal operations; WHEREAS it is prudent to regularly evaluate departmental budgets to identify efficiencies and ensure alignment with Council priorities; WHEREAS the Township of Wilmot organizational structure outlines the following departments Mayor and Council, Office of the CAO, Corporate Services, Fire Services, Community Services, Development Services, and Infrastructure Services; and, WHEREAS the Township of Wilmot 2025 Budget includes Non-Tax Supported Operating Budgets such as Water and Wastewater Services, Building Services and Cemetery Services. NOW THEREFORE, BE IT RESOLVED THAT Council directs Staff to identify and propose a 5% reduction to Departmental Tax Supported Operating Budgets as presented in the 2025 Budget which considers the following; Proposed reductions that focus on operational efficiencies and non-essential expenditures, with the aim of minimizing disruptions to essential services. Consideration of innovative strategies, including shared resources, process improvements, and revenue-generating opportunities. AND FURTHER THAT Staff report back to Council with this information prior to the adoption of the 2025 Budget; and, AND FINALLY THAT Council directs Staff to report back with any significant challenges in meeting the 5% reduction target in writing to Council, including proposed alternatives for achieving cost savings.

WHEREAS the Township of Wilmot continues to grow and respond to the needs of its residents; WHEREAS it is essential that we adopt a forward-looking and strategic approach to fiscal planning; WHEREAS the current annual budget process, while effective for short-term planning, does not provide sufficient clarity or direction for the medium-term financial needs of our community; WHEREAS utilizing a financial plan, modeled after municipal best practices, will enhance transparency, predictability, and accountability in our budgetary process; WHEREAS the 10-year Capital Plan presented in the 2025 Budget process highlighted critical infrastructure and service investments that require a well-structured funding approach; and WHEREAS rebuilding municipal reserves is paramount to ensure financial stability and resilience against unforeseen circumstances. NOW THEREFORE BE IT RESOLVED THAT Council directs staff to phase in the Capital Funding needs over 4 years, with the funding increase in 2025 of $1,098,600 equal to 9%; AND FURTHER THAT Council directs Staff to bring back a 9% increase for 4 years to be included in the 10-Year Capital Plan; and AND FURTHER THAT Council directs Staff to prepare a financial plan to accompany the 2026 Budget, this plan shall: Incorporate findings and priorities identified in the 10-year Capital Plan. Forecast funding strategies, including revenue generation, expenditure management, and debt servicing. Outline required tax increases and other measures to reb

WHEREAS the Township of Wilmot 2022 Budget included $65,000 for the completion of an Organizational Structure Review / People Plan; WHEREAS the Township of Wilmot Council received a presentation from Whitesell and Company on an overview of the Organizational Structure Review and People Plan on May 16, 2022; WHEREAS the proposed purpose of the organizational review was to assess the existing processes, practices, staffing, and organization structure to identify opportunities for improvement that will optimize service delivery and modernization opportunities while making the best use of resources; WHEREAS the proposed purpose of the People Plan was to ensure efficiency and effectiveness in meeting current and anticipated (5-10 years) service delivery requirements and to provide for implementation of strategic priorities; WHEREAS the overview provided to Council on May 16, 2022, outlined an anticipated completion date of September 2022; WHEREAS the 2022-2026 term of Council, nor their predecessors have been presented the People Plan & Final Report; WHEREAS the Township of Wilmot Council prioritizes strategic planning to meet the current and anticipated service delivery requirements while making the best use of resources; NOW THEREFORE, BE IT RESOLVED THAT Council directs Staff to report back to the March Committee of the Whole Meeting with more information on the status of the Organizational Structure Review and People Plan project including; The most recent Council approved Peo

THAT Council directs Staff to include $95,000 in the Capital Budget for traffic calming initiatives.

THAT Council directs Staff to reduce the Community Services Departments 2025 operating budget by $15,000 to reduce the funding envelope for Grants to Community Groups.

THAT Council defers the consideration of the 2025 Main Budget Motion to a Special Council Meeting on Monday, February 24, 2025.

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

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 at 9:23 p.m. to meet again at the call of the Mayor.

WHEREAS it is important to actively engage with community members and stakeholders when making decisions regarding Township properties that are used by residents and organizations; NOW THEREFORE BE IT RESOLVED THAT: 1. Staff Preparation of Cost-Benefit Analysis: Staff be directed to prepare a comprehensive cost-benefit analysis based on current financials and historical utilization data of Township facilities. This analysis should include a comparison of operating costs, capital requirement, revenue generation, and usage trends. 2. Third-Party Tenant Evaluation: The Township be directed to determine which of its facility assets could be suitable for a third-party tenant arrangement to help mitigate its operating and/or capital financing pressures. 3. Declaration of Surplus Assets: The Township identify and assess which of its facility assets should be declared surplus and disposed of to: 1. mitigate ongoing financial pressures; and 5 2. assist with addressing capital renewal pressures. 4. Comprehensive Space Utilization Analysis: Staff conduct a thorough analysis of the usage of each facility, which should include the following factors: 1. Use by season, by time block 2. Type of use (e.g., recreational, community, commercial) 3. Reliance on indoor space by outdoor field users 4. Type of user (e.g., one-off or repeat customers) 5. Resident versus non-resident usage 6. Revenue generation potential 5. Community Engagement in Decision-Making: Staff be directed to ensure that comm

13 WHEREAS the Township of Wilmot is committed to responsible financial stewardship to ensure the sustainability of municipal operations; WHEREAS it is prudent to regularly evaluate departmental budgets to identify efficiencies and ensure alignment with Council priorities; WHEREAS the Township of Wilmot organizational structure outlines the following departments Mayor and Council, Office of the CAO, Corporate Services, Fire Services, Community Services, Development Services, and Infrastructure Services; and, WHEREAS the Township of Wilmot 2025 Budget includes Non-Tax Supported Operating Budgets such as Water and Wastewater Services, Building Services and Cemetery Services. NOW THEREFORE, BE IT RESOLVED THAT Council directs Staff to identify and propose a 5% reduction to Departmental Tax Supported Operating Budgets as presented in the 2025 Budget which considers the following; Proposed reductions that focus on operational efficiencies and non- essential expenditures, with the aim of minimizing disruptions to essential services. Consideration of innovative strategies, including shared resources, process improvements, and revenue-generating opportunities. AND FURTHER THAT Staff report back to Council with this information prior to the adoption of the 2025 Budget; and, AND FINALLY THAT Council directs Staff to report back with any significant challenges in meeting the 5% reduction target in writing to Council, including proposed alternatives for achieving cost savings.

14 WHEREAS the Township of Wilmot continues to grow and respond to the needs of its residents; WHEREAS it is essential that we adopt a forward-looking and strategic approach to fiscal planning; WHEREAS the current annual budget process, while effective for short- term planning, does not provide sufficient clarity or direction for the medium-term financial needs of our community; WHEREAS utilizing a financial plan, modeled after municipal best practices, will enhance transparency, predictability, and accountability in our budgetary process; WHEREAS the 10-year Capital Plan presented in the 2025 Budget process highlighted critical infrastructure and service investments that require a well-structured funding approach; and WHEREAS rebuilding municipal reserves is paramount to ensure financial stability and resilience against unforeseen circumstances. NOW THEREFORE BE IT RESOLVED THAT Council directs staff to phase in the Capital Funding needs over 4 years, with the funding increase in 2025 of $1,098,600 equal to 9%; AND FURTHER THAT Council directs Staff to bring back a 9% increase for 4 years to be included in the 10-Year Capital Plan; and AND FURTHER THAT Council directs Staff to prepare a financial plan to accompany the 2026 Budget, this plan shall:  Incorporate findings and priorities identified in the 10-year Capital Plan.  Forecast funding strategies, including revenue generation, expenditure management, and debt servicing.  Outline required tax increases and other measu

17 THAT Council directs Staff to include $95,000 in the Capital Budget for traffic calming initiatives.