Council Meeting

THAT a Closed Meeting of Council be held on August 28, 2023 at 6:00 p.m. in accordance with Section 239(2)(d), Section 239(2)(b), and Section 239 (2)(h), Section 239 (2)(i) to consider the following: Corporate Services – Section 239(2)(d) - Labour relations or employee negotiations, and Section 239(2)(b) - Personal matters about an identifiable individual Confidential Information Supplied in Confidence from the Province of Ontario- Section 239 (2)(h) - Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any item, and Section 239 (2)(i) - a trade secret or scientific, technical, commercial or financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization

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

That the Agenda as presented for August 28, 2023, be adopted, as amended.

THAT the minutes of the following meetings be adopted as presented: July 24, 2023 Regular Council Meeting

THAT Report COR-2023-53 be received.

THAT Consent Agenda item 11.1 be approved.

THAT Tender 2023-10 be awarded to JC Millwrights Inc. for the construction of the Delton Reibling Municipal Drian as per their tender submitted August 9 th , 2023, in the amount of $54,936.73 plus HST.

THAT Council adopts Corporate Policy XX relating to Councillor Use of Civic Space. Council asked and received answers from Staff on the following: Communication between Councillors, Staff, and the public; Meeting space for Regional Staff, Councillors, and Staff; Lack of immediate office space for Councillors at Township facilities; and Lack of last-minute office space for Councillors at Township facilities. Council discussed the need for a space to meet privately with residents. Staff indicated they would bring forward a revised policy to the September 11, 2023, Regular Council Meeting incorporating feedback received from Council. Councillor K. Wilkinson introduced an amendment to the main motion, seconded by Councillor H. Sidhu, to receive the draft policy as information. Council voted on Councillor Wilkinson’s amending motion and the motion

THAT Report COR-2023-50 relating to Councillor use of Civic Space be received as information.

THAT Report COR 2023-55 be received for information purposes and further; THAT Council approve the issuance of development charges funded debentures towards the following approved 2023 Capital Program Projects: New Parks Operations Facility ($3,550,000.00), Provision for Public Works Facility Expansion ($1,080,000.00), Union Street – Storm Outlet Replacement ($104,500.00), and Bridge Street #34/B-T9 ($300,680.00) and further; THAT that staff be directed to postpone issuing debt for the Snyder’s Road, Foundry Street, and Baden Trunk Sanitary Sewer projects until further analysis is completed and presented to Council and further; THAT staff re-assign the existing levy funded debenture of $484,750.00 from the Third Ice Pad project to the Nith River Promenade Project. In Favour (5): with Mayor N. Salonen, Councillor S. Cressman, Councillor H. Sidhu, Councillor L. Dunstall, Councillor S. Martin Opposed (1): Councillor K. Wilkinson

THAT Report COR-2023-54 – 2022-2026 Term of Council Annual Review of the Council Rules of Procedure be received; and That staff be directed to bring forward the proposed Procedural By-law attached to Corporate Services Report COR-2023-54 as Attachment “2” to the September 11, 2023, Regular Council meeting for consideration.

THAT By-Law 2023-40 at item 14.2 as attached to this Agenda be read a first, second and third time, and finally passed in Open Council.

That Council receives as information: A confidential verbal report regarding Section 239(2)(d) - Labour relations or employee negotiations, and Section 239(2)(b) - Personal matters about an identifiable individual (Corporate Services); and A confidential verbal report regarding Confidential Information Supplied in Confidence from the Province of Ontario- Section 239 (2)(h) - Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any item, and Section 239 (2)(i) - a trade secret or scientific, technical, commercial or financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization.

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 August 28, 2023 at 6:00 p.m. in accordance with Section 239(2)(d), Section 239(2)(b), and Section 239 (2)(h), Section 239 (2)(i) to consider the following: 2 1. Corporate Services – Section 239(2)(d) - Labour relations or employee negotiations, and Section 239(2)(b) - Personal matters about an identifiable individual 2. Confidential Information Supplied in Confidence from the Province of Ontario- Section 239 (2)(h) - Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any item, and Section 239 (2)(i) - a trade secret or scientific, technical, commercial or financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization

5 THAT Tender 2023-10 be awarded to JC Millwrights Inc. for the construction of the Delton Reibling Municipal Drian as per their tender submitted August 9th, 2023, in the amount of $54,936.73 plus HST.

THAT Report COR-2023-50 relating to Councillor use of Civic Space be received as information. 6

That Council receives as information: 1. A confidential verbal report regarding Section 239(2)(d) - Labour relations or employee negotiations, and Section 239(2)(b) - Personal matters about an identifiable individual (Corporate Services); and 2. A confidential verbal report regarding Confidential Information Supplied in Confidence from the Province of Ontario- Section 239 (2)(h) - Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any item, and Section 239 (2)(i) - a trade secret or scientific, technical, commercial or financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere 10 significantly with the contractual or other negotiations of a person, group of persons, or organization.