Council Meeting Minutes Monday, May 16, 2016 Regular Council Meeting Council Chambers 7:00 P.M. Members Present: Mayor L. Armstrong, Councillors A. Junker, P. Roe, B. Fisher, J. Gerber and M. Murray Staff Present: Chief Administration Officer G. Whittington, Deputy Clerk D. Mittelholtz, Director of Public Work G. Charbonneau, Director of Facilities and Recreation Services S. Nancekivell, Director of Development Services H. O Krafka, Fire Chief M. Raine, Director of Finance R. Tse 1. Motion to Convene Into Closed Session (if necessary) 2. Motion to Reconvene In Open Session 3. Moment of Silence 4. Additions to the Agenda 5. Disclosure of Pecuniary Interest Under the Municipal Conflict of Interest Act None disclosed. 6. Minutes of Previous Meetings 6.1 Council Meeting Minutes May 2, 2016. Resolution No. 2016-96 Moved by: M. Murray Seconded by: A. Junker
Council Meeting Minutes May 16, 2016 Page 2 THAT the minutes of the following meetings be adopted as presented: Council Meeting May 2, 2016. 7. PUBLIC MEETINGS 8. PRESENTATIONS/DELEGATIONS 9. REPORTS 9.1 CAO no reports 9.2 CLERKS 9.2.1 REPORT NO. CL 2016-13 Noise By-law Exemption Request Justin Hasenpflug Resolution No. 2016-97 Moved by: M. Murray Seconded by: B. Fisher THAT an exemption to the Noise By-law as requested by Justin Hasenpflug for the purpose of his wedding reception at Rebel Creek Golf Club, 1517 Snyder s Road East, Petersburg, commencing Saturday, June 11, 2016 at approximately 9:00 pm to 12:00 midnight, be granted. The Deputy Clerk highlighted the report. In response to Councillor J. Gerber, the Deputy Clerk responded that although no one is required to obtain a Noise By-law Exemption that it is a good practice to ensure neighbours are aware of the event occurring and to make the event organizers aware of what is expected of them to avoid unreasonable disruptions.
Council Meeting Minutes May 16, 2016 Page 3 9.3 FINANCE 9.3.1 REPORT NO. FIN 2016-22 Appointment of Auditors 5 Year Contract Resolution No. 2016-98 Moved by: P. Roe Seconded by: A. Junker THAT Graham Mathew Professional Corporation LLP be appointed as the financial auditor for the Township of Wilmot, for the period 2016-2020. The Director of Finance highlighted the report. 9.4 PUBLIC WORKS 9.4.1 REPORT NO. PW-2016-12 Wilmot-Easthope Road Culvert Replacement Consulting Engineering Services Resolution No. 2016-99 Moved by: M. Murray Seconded by: P. Roe THAT K. Smart Associates Limited be retained to provide consulting engineering services for the replacement of the culvert located on the Wilmot-Easthope Road between Christner Road and Erb s Road as per their proposal dated April 26, 2016 for the fee of $39,485.00, plus applicable taxes. The Director of Public Works highlighted the report. 9.5 DEVELOPMENT SERVICES no reports
Council Meeting Minutes May 16, 2016 Page 4 9.6 FACILITIES AND RECREATION SERVICES 9.6.1 REPORT NO. PRD 2016-03 Award of Tender 2016-06 WRC/Schmidt Woods Multi- Purpose Trail Construction Resolution No. 2016-100 Moved by: J. Gerber Seconded by: M. Murray THAT Tender 2016-06 for the WRC/Schmidt Woods Multi-Purpose Trail Construction works, including Provisional Items A and C, be awarded to TDI International Inc. dba Eco Blue Systems for the bid price of $178,388.17 plus applicable taxes. The Director of Facilities and Recreation Services highlighted the report. The Director of Facilities and Recreation Services clarified for Councillor B. Fisher that the one meter wide section of natural surface trail is not considered to be accessible and that there is no requirement to make that portion of the trail wider. He also confirmed that the accessible portion (approximately 2km long) will be surfaced with stonedust, which is a good material for trails since it compacts well, is permeable and allows for wheelchair access. In response to Councillor J. Gerber, the Director of Facilities and Recreation Services noted that the construction is planned to begin in early to mid-july. He clarified that the trails are multi-purpose and can accommodate cyclists, walkers, people with wheelchairs, people with strollers, runners, and hikers. For winter use, he confirmed that a portion of the trail will be maintained by a local snowmobile club for use by walkers, cross-country skiers and motorized snow vehicles, and will be signed as such, but that no other motorized vehicles are allowed on the trails. The Director of Facilities and Recreation Services clarified for Councillor A, Junker that the pedestrian bridge will be installed at the east end, near Gingerich Road.
Council Meeting Minutes May 16, 2016 Page 5 9.6.2 REPORT NO. PRD 2016-04 Facilities & Recreation Services Quarterly Activity Reports Resolution No. 2016-101 Moved by: P. Roe Seconded by: J. Gerber THAT the Facilities & Recreation Services Activity Reports for the first quarter of 2016 be received for information. At the request of Councillor J. Gerber, the Director of Facilities and Recreation Services will provide Council with some statistics regarding the biennial leisure fairs and the response to them from the local service clubs, organizations and residents. 9.7 FIRE no reports 9.8 CASTLE KILBRIDE no reports 10. CORRESPONDENCE 10.1 The Corporation of the Town of Tillsonburg Bill 180, Workers Day of Mourning Act Resolution No. 2016-102 Moved by: B. Fisher Seconded by: A. Junker THAT the Township of Wilmot supports Bill 180, Workers Day of Mourning Act, 2016; AND THAT a copy of this support resolution be sent to Harold Albrecht MP, Michael Harris MPP and the Association of Municipalities of Ontario. The Deputy Clerk clarified for Councillor J. Gerber that the intention of this provincial act was to strengthen the province s commitment to recognizing the Worker s Day of
Council Meeting Minutes May 16, 2016 Page 6 Mourning and to make it a requirement for all Ontario municipalities, universities, school and hospitals to lower their federal and provincial flags on this day. 11. BY-LAWS 11.1 By-law No. 2016-24 By-law to Authorize the Appointment of Auditors for the Township of Wilmot 11.2 By-law No, 2016-25 By-law to Appoint A Municipal Law Enforcement Officer Resolution No. 2016-103 Moved by: A. Junker Seconded by: P. Roe THAT By-law Nos. 2016-24 and 2016-25 be read a first, second and third time and finally passed in Open Council. The Deputy Clerk confirmed for Councillor J. Gerber that the Municipal Law Enforcement Officer being appointed is a summer student. 12. NOTICE OF MOTIONS 13. QUESTIONS/NEW BUSINESS/ANNOUNCEMENTS Resolution No. 2016-104 Moved by: M. Murray Seconded by: J. Gerber WHEREAS a devastating wildfire has resulted in a declared state of emergency in Fort McMurray, Alberta with over 80,000 inhabitants evacuated from their homes and some neighbourhoods completely destroyed; and WHEREAS this tragic event deeply affects The Township of Wilmot along with our fellow Canadians; and WHEREAS The Township of Wilmot has historically assisted in providing support to others towards recovery in time of crisis and need; and
Council Meeting Minutes May 16, 2016 Page 7 WHEREAS THE ASSOCIATION OF MUNICIPALITIES OF ONTARIO (AMO) have forwarded a call to action challenge to all Ontario municipalities for donations (transferred to the Canadian Red Cross), earmarked solely for Fort McMurray; and FURTHER, all donations received between May 3 and May 31, 2016 will be matched by the Canadian Government; THEREFORE, BE IT RESOLVED that The Township of Wilmot contribute $1,000.00 from the general levy to the Canadian Red Cross through AMO, in aid of Fort McMurray. 13.2 Councillor J. Gerber reminded Council of the Relay for Life beginning on June 3 at Waterloo Oxford District Secondary School. He advised that the survivors reception will begin at 6:15 pm and that Mayor L. Armstrong will make his address at 7:00 pm. 13.3 Councillor A. Junker announced that the New Dundee Victoria Day celebrations will be occurring on May 23, including the parade which will begin at 1:30 pm starting at the New Dundee Business Park. 13.4 The Director of Facilities and Recreation Services responded to Councillor A. Junker s inquiry regarding green bins at municipal facilities by stating that it is a Regional program which does not include institutional facilities and that a private collection agency would need to be contracted. The Director of Development Services added that he has spoken with someone at the Region regarding this matter and was advised that green bin materials could be collected by residents and taken to their homes for pick-up as part of the residential program. Mayor L. Armstrong advised that he can speak with Regional staff to see if the topic can be revisited for discussion. Councillor J. Gerber noted that Waterloo Oxford does have a green bin pick-up through the Region but that it may be part of a specialized program.
Council Meeting Minutes May 16, 2016 Page 8 13.5 Councillor P. Roe advised that a meeting occurred where representatives from Grand River Transit agreed to revisit the possibility of including St. Agatha and the Sobey s Plaza in New Hamburg as part of Route 77. Mayor L. Armstrong added that GRT staff will be doing an analysis of the time involved in including those stops and potential users. He also stated that a stop at Herrle s Country Farm Market would need to be on the property as the roadway would be too busy. In response to Councillor J. Gerber, Mayor L. Armstrong noted that the cost for the year-long pilot program was approximately $120,000 and included funding from the Province. He stated that if the pilot project becomes a permanent service, the costs would be placed on the Regional tax portion of the tax statement for Wilmot residents. He also noted that the service in Woolwich costs approximately $250,000 annually but that they have more frequent service and a larger bus. 14. BUSINESS ARISING FROM CLOSED SESSION 15. CONFIRMATORY BY-LAW 15.1 By-law No. 2016-26 Resolution No. 2016-105 Moved by: B. Fisher Seconded by: P. Roe THAT By-law No. 2016-26 to Confirm the Proceedings of Council at its Meeting held on May 16, 2016 be introduced, read a first, second, and third time and finally passed in Open Council. 16. ADJOURNMENT (7:39 P.M.) Resolution No. 2016-106 Moved by: J. Gerber Seconded by: B. Fisher THAT we do now adjourn to meet again at the call of the Mayor.
Council Meeting Minutes May 16, 2016 Page 9 Mayor Clerk