Council Meeting

THAT the Regular Council Meeting held on May 27, 2024 be called to order at 6:04 p.m.

THAT a Closed Meeting of Council be held on May 27, 2024, at 6:00 p.m.at the Wilmot Administrative Complex, in accordance with Section 239 (2) (b) and (d) of the Municipal Act, 2001, to consider the following: Human Resources Matter - Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees and Section 239 (2) (d) labour relations or employee negotiations.

THAT Council reconvenes in Open Session at 7:14 p.m.

THAT the Agenda as presented for May 27, 2024 be adopted, as amended.

THAT the Minutes of the May 6, 2024 Regular Council Meeting be adopted as presented.

THAT Consent Agenda Item 11.1 be approved.

THAT Report COR-2024-21 be received, and THAT the proposed 2024 Community Grants Program grants listed in Appendix A be approved for payment, save and except for Group 2 Wilmot Agricultural Society, Group 5 WODSS Bursaries and Group 10 New Hamburg Firebirds; AND THAT Group 20 Wilmot Girls Hockey Association funding request in the amount of $2500.00 be approved; AND THAT Group 18 Optimist Club of Mannheim funding in the amount of $2500.00 be approved; AND THAT Group 16 Love your Neighbour Community, and Group 17 New Hamburg Hockey Association funding requests be approved in the amount of $2500.00 each; AND THAT the proposed 2024 Community Grants Program grants listed in Appendix A, save and except for Group 16, 17, 18 and 20, be reduced by an equal percentage proportion to fund the additional groups.

THAT the proposed 2024 Community Grants Program grant funding for Group 10 New Hamburg Firebirds listed in Appendix A be approved for payment in the reduced amount by an equal percentage proportion to fund the additional groups.

THAT the proposed 2024 Community Grants Program grant funding for Group 2 Wilmot Agricultural Society and Group 5 WODSS Bursaries listed in Appendix A be approved for payment in the reduced amount by an equal percentage proportion to fund the additional groups.

THAT Council receive Report CAO-2024-08 Staffing Requirements and Timeline for Proposed Quarterly Reporting.

WHEREAS Council recognizes the importance of transparency, accountability, and proactive planning in municipal governance; WHEREAS regular and detailed reporting from various city departments is crucial for effective oversight, budget management, informed decision-making, and strategic planning; THEREFORE BE IT RESOLVED that each department be directed to submit a quarterly report to Council. These reports shall include the following elements: Key Accomplishments: A summary of major achievements and progress in the department's activities over the quarter; Key Performance Indicators (KPIs): A detailed analysis of the department's performance against internal pre-defined metrics and goals developed in relation to the Strategic Planning process and a KPI framework developed by the beginning of the next budget process; Budget Update: An overview of the department's financial performance, including expenditures and any variances from the budget; Upcoming Projects: A forecast of major projects and initiatives planned for the next quarter; Potential Challenges: Identify any anticipated challenges or obstacles in achieving upcoming tasks, with preliminary strategies for addressing these challenges; and, Priorities for the Next Quarter: A statement of strategic priorities and focus areas for the upcoming quarter. BE IT FURTHER RESOLVED that the Office of the Chief Administrative Officer be directed to provide a concise weekly summary of city operations to the City Council. This summa

THAT an exemption to the Township of Wilmot Fireworks By-law be granted for 3180 Bridge Street, New Hamburg for Saturday June 1, 2024 (or June 2, 2024 if there is a delay due to weather).

THAT Report CS-2024-10 regarding Castle Kilbride Activities for 2023, be received for information purposes.

THAT Report CS-2024-11 Award of RFP 2024-05 Refrigeration Plant Component Replacements be received for information; and THAT Council award Cimco Refrigeration, a Division of Toromont Industries LTD in the amount of $104,033.00 excluding taxes for the Refrigeration Plant Component Replacements based on the results of RFP 2024-05.

THAT Report CS-2024-12, Award of RFP 2024-02 New Hamburg Arena Schematic Design be received for information and further; THAT Council approve the award of contract for consulting services to Invizij Architects Inc. in the amount of $64,500.00 excluding taxes based on the results of the Request for Proposal RFP 2024-02.

THAT Council endorses in principle Option 2 Remain Open to Light Vehicle and Pedestrians Only; AND THAT Staff be directed to investigate further impacts, communicate with local residents, various stakeholders and provide a follow-up to Council during the 2025 Budget Process related to anticipated costs needed for the endorsed option.

THAT Council approve the amendment to the Traffic and Parking By-law, By-law No. 2016-52, for Part V – Section 2 and Schedules “12”, “18”, and “21” in Report No. IS-2024-17.

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

WHEREAS the dumping, placing and removal of fill in the Township of Wilmot may have negative impacts on the environment and the residents of the Township; WHEREAS Section 11 of the Municipal Act, S.O. 2001, c.25 provides that Council of a local municipality may pass by-laws respecting the economic, social and environmental well-being of the Township and the health, safety and well-being of persons; WHEREAS Section 128(1) of the Municipal Act, S.O. 2001, c.25 authorizes local municipalities to prohibit and regulate with respect to public nuisances, including matters that in the opinion of Council, are or could become or cause public nuisances; WHEREAS Section 129 of the Municipal Act, S.O. 2001, c.25 authorizes local municipalities to prohibit and regulate with respect to noise, vibration, and dust; and, WHEREAS Section 142 of the Municipal Act, 2001, S.O. 2001, c.25 authorizes local municipalities to prohibit or regulate the placing or dumping of fill, the removal of topsoil, the alteration of the grade of land. THEREFORE BE IT RESOLVED that Council deems it in the public interest to prohibit, regulate or require a permit for the dumping and placing of fill, the removal of soil or topsoil, and the alteration of the grade of lands, and/or the storage of soil, topsoil or other fill material in the Township in order to ensure existing drainage patterns are maintained, and erosion and sedimentation are prevented, to ensure any changes to existing drainage or grade patterns are ap

WHEREAS municipalities across Canada are considering ways to reduce their ecological footprint; WHEREAS in 2020, the Township of Wilmot phased out single use plastic straws from Township facilities and replaced them with compostable straws; WHERE in 2021 the Township of Wilmot endorsed the TransformWR Strategy as the community climate change mitigation strategy for the Township of Wilmot; and, WHEREAS the TransformWR Strategy 4.2 advocates for “Use less, and use it again” and Action item 4.2.1 calls for the implementation of “community waste reduction and circular economy campaigns”. THEREFORE BE IT RESOLVED THAT staff be directed to report back to Council on municipal best practices and the feasibility of implementing a Policy banning the purchase of single-use plastics by the Township of Wilmot, and the use of single-use plastics for Township business in municipal facilities by staff and Members of Council.

THAT Staff be directed to proceed as directed with respect to a human resources matter.

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 the Regular Council Meeting held on May 27, 2024 be called to order at 6:04 p.m. 2

THAT a Closed Meeting of Council be held on May 27, 2024, at 6:00 p.m.at the Wilmot Administrative Complex, in accordance with Section 239 (2) (b) and (d) of the Municipal Act, 2001, to consider the following: 1. Human Resources Matter - Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees and Section 239 (2) (d) labour relations or employee negotiations.

WHEREAS Council recognizes the importance of transparency, accountability, and proactive planning in municipal governance; WHEREAS regular and detailed reporting from various city departments is crucial for effective oversight, budget management, informed decision- making, and strategic planning; THEREFORE BE IT RESOLVED that each department be directed to submit a quarterly report to Council. These reports shall include the following elements:  Key Accomplishments: A summary of major achievements and progress in the department's activities over the quarter;  Key Performance Indicators (KPIs): A detailed analysis of the department's performance against internal pre-defined metrics and goals developed in relation to the Strategic Planning process and a KPI framework developed by the beginning of the next budget process;  Budget Update: An overview of the department's financial performance, including expenditures and any variances from the budget;  Upcoming Projects: A forecast of major projects and initiatives planned for the next quarter;  Potential Challenges: Identify any anticipated challenges or obstacles in achieving upcoming tasks, with preliminary strategies for addressing these challenges; and,  Priorities for the Next Quarter: A statement of strategic priorities and focus areas for the upcoming quarter. 10 BE IT FURTHER RESOLVED that the Office of the Chief Administrative Officer be directed to provide a concise weekly summary of city operations to the City Cou