Wilmot public meetings in 2024

Dangerous Dog Designation Appeal Committee

The Dangerous Dog Designation Appeal Committee will meet to consider one specific appeal. This is a quasi-judicial public hearing where the public may attend but not speak.

• Appeal No. 2024-01 regarding a Dangerous Dog Designation by appellant Ashley Sousa ("Gnemmi")

Council Meeting

Wilmot Township Council will discuss recruitment options for a new Chief Administrative Officer and a proposed report on the township's financial history over the last two decades. The body is also deciding on a fire service boundary agreement and a storm outlet purchase.

• Proposed report on 20-year financial history including debt, tax increases, and reserves
• Purchase and sale agreement for a storm outlet in MAK Subdivision for $24,000
• Fire Service Boundary Agreement with Township of Blandford-Blenheim (By-Law 2024-59)
• Recruitment options for Chief Administrative Officer (CAO)
• Amendments to the Community Grants Program for 2025

Council directed staff to proceed with Option #1 for CAO recruitment and to issue an RFP for an external search firm. All Council members will participate in the recruitment process, including the interview panel. Council also approved the Community Grants Program amendments for 2025 and directed staff to prepare a historical financial report from 2011 forward.

• Approved CAO recruitment Option #1 and directed staff to issue RFP for external search firm (unanimous)
• Approved all Council members to participate in CAO recruitment and interview panel (carried)
• Approved Community Grants Program amendments and policy for 2025 (unanimous)
• Directed staff to prepare historical financial report from 2011 forward (carried)
• Approved Fire Service Boundary Agreement with Blandford-Blenheim (unanimous)
• Authorized purchase of storm outlet in MAK Subdivision for $24,000 (unanimous)
• Appointed members to Heritage Wilmot and Castle Kilbride Advisory Committee (unanimous)
• Appointed members to Wilmot Canada Day Event Task Force (unanimous)

Special Council Meeting

Council is reviewing the 2025 Operating and Capital Budget. Recommendations from this meeting are referred to the January 16, 2025 Special Council Meeting for approval.

• Proposed 2025 operating budget gross expenditure of $33,264,150
• Proposed 2025 property tax and payment-in-lieu of taxes levy of $18,452,560
• Proposed 2025 Capital Budget gross expenditure of $26,299,201
• Proposed water volume charge of $2.42 per cubic meter (4.90% increase over 2024)
• Proposed wastewater volume charge of $3.26 per cubic meter (5.90% increase over 2024)

Council reviewed the draft 2025 operating and capital budgets and referred approval to a January 16, 2025 special meeting. The proposed operating budget is $33,264,150 with a tax levy of $18,452,560 (50.87% over 2024), and the capital budget is $26,299,201. Council also directed staff to provide more information on debt, fire equipment costs, procurement, and facility utilization before final approval.

• Referred 2025 operating budget ($33,264,150 gross, $18,452,560 levy) to Jan 16, 2025 meeting
• Referred 2025 capital budget ($26,299,201 gross) to Jan 16, 2025 meeting
• Directed staff to report on total debt load and repayment
• Directed staff to report on fire service equipment cost comparisons
• Directed staff to report on procurement and CANOE purchasing group use
• Directed staff to report on facility values, operating costs, and utilization
• Adopted agenda and confirmatory by-law unanimously

Regional Municipality of Waterloo All Councils Meeting

The agenda for the Regional Municipality of Waterloo All Councils meeting on 2024-12-06 contains no listed items. It consists only of placeholders and boilerplate sections without any decisions, proposals, or discussions. No concrete actions or topics are presented for council consideration.

Council Meeting

The Township of Wilmot Council will vote on the 2025 Council meeting schedule and adopt the Committee of the Whole Terms of Reference. It will also consider a petition for drainage works for Grace Mennonite Fellowship Church and appoint K. Smart Associates Limited as the engineering firm. Additional items include approval of the Council‑Staff Relations Policy, a motion to study a Veterans Crosswalk on Huron Street in New Hamburg, and direction for LURA to draft a working‑group Terms of Reference for the future of the Prime Ministers Path.

• Approve 2025 Council Meeting Schedule and Committee of the Whole Terms of Reference (COR-2024-54).
• Accept petition for drainage works by Grace Mennonite Fellowship Church and appoint K. Smart Associates Limited as engineer (COR-2024-55).
• Approve Council‑Staff Relations Policy effective Jan 1 2025 (COR-2024-56).
• Direct staff to report on feasibility and cost of a Veterans Crosswalk on Huron Street, New Hamburg (Notice of Motion 12.1).
• Instruct LURA to provide a Terms of Reference for a working group on the future of the Prime Ministers Path (Notice of Motion 12.2).

Council deferred approval of the Council-Staff Relations Policy (COR-2024-56) until the January 27, 2025 Regular Council Meeting, after a motion to defer until the CAO role is permanently filled was defeated and then reconsidered. Council also approved the 2025 meeting schedule, accepted a drainage petition, passed three by-laws, and directed staff to report on a Veterans Crosswalk and to require working group members for the Prime Ministers Path to be Wilmot residents.

• Deferred Council-Staff Relations Policy to Jan 27, 2025 (carried)
• Approved 2025 Council Meeting Schedule and Committee of the Whole Terms of Reference (unanimous)
• Accepted drainage petition for Grace Mennonite Fellowship Church, appointed K. Smart Associates as engineer (unanimous)
• Passed By-law 2024-54 amending Procedure By-law (unanimous)
• Passed By-law 2024-55 appointing Deputy Treasurer (unanimous)
• Passed By-law 2024-56 appointing Clerk (unanimous)
• Directed staff to report on Veterans Crosswalk by Feb 3, 2025 (unanimous)
• Directed LURA to require working group members for Prime Ministers Path to be Wilmot residents (carried)

Wilmot Canada Day Event Task Force

The Wilmot Canada Day Event Task Force will discuss the 2025 event location and approve a proposed budget for bouncy castles, gaming trailers, and fireworks. The group also approved the meeting schedule for the first half of 2025.

• Approval of 2025 meeting schedule
• Approval of contract for bouncy castles, gaming trailer, and dunk tank ($5,000 plus HST)
• Approval of fireworks contract ($10,000 plus HST)
• Discussion on 2025 Canada Day event location
• Discussion on appointing members to sub-committees

The committee approved the proposed 2025 budget for information, including contracts for bouncy castles, gaming trailer, dunk tank, and fireworks. The vote on the 2025 event location was deferred to the January 21, 2025 meeting for more information on fireworks at Norm Hill Park and Grandstands. Several sub-committee appointments were also deferred.

• Approved 2025 meeting schedule
• Approved contract with Grand River Inflatables up to $5,000 plus HST
• Approved fireworks procurement up to $10,000 plus HST
• Appointed M. Doucet and S. Martin to Community Engagement & Vendors Sub-Committee
• Appointed K. Gray and R. Unrau to Music and Entertainment Sub-Committee
• Approved inviting complimentary licensed refreshment vehicles, including Moreish food trailer
• Deferred vote on 2025 event location
• Deferred appointments to Sponsorship, Marketing, and Volunteer Coordinator positions

Council Meeting

Wilmot Township Council is deciding on a zoning amendment to increase building height at 430 Snyder’s Road East. The body is also reviewing funding for accounting software and interior renovations for Fire Station 2.

• Zone Change Application 04/24 for 430 Snyder’s Road East to increase building height from 2 to 4 stories
• Contract award of $298,862.80 (net of HST) to Orion Construction and Management Company for Fire Station 2 interior renovations
• Proposed $300,000 in additional funding for Municipal Accounting Software Upgrade (1230-003)
• Closed session to discuss St. Agatha Community Centre litigation and Cost-of-Living Adjustment labour relations
• Review of the Council-Staff Relations Policy and proposed 2025 Council Meeting Schedule

Council approved a zone change for a property in Baden to increase building height and adjust drive aisle width. Additional funding was allocated for accounting software, and a contract for fire station renovations was awarded.

• Approved Zone Change Application 04/24 for 430 Snyder’s Road East to increase building height to 4 stories and decrease drive aisle width to 5.5m
• Approved $298,862.80 contract to Orion Construction and Management Company for Fire Station 2 interior renovations
• Approved $300,000 from Infrastructure Renewal Capital Reserve Fund for Municipal Accounting Software Upgrade
• Approved 2.5 per cent Cost-of-Living Adjustment for the 2025 Budget
• Supported proposed changes to the 2025 Council Meeting Schedule
• Passed By-law 2024-52 amending the Zoning By-law for 430 Snyder's Rd E

Council Meeting

The Wilmot Council is meeting to approve the 2024 Strategic Action Plan and the 2024 Community Services Master Plan. The body is also deciding on several infrastructure contracts and adjusting the 2025 budget schedule.

• Award of $750,000 contract to Cimco Refrigeration for Wilmot Recreation Complex Refrigeration Plant Replacements, plus an additional $100,000 budget increase
• Award of $387,188.50 contract to Royal Fence Limited for the Annual Guiderail Program
• Award of contract to K. Smart Associates Limited for Biennial OSIM Inspections Program ($35,605.00 for term one; $19,670.00 for optional term two)
• Approval of the 2024 Strategic Action Plan and 2024 Community Services Master Plan
• By-Law 2024-50 to appoint Greg Lyons as a Municipal Law Enforcement Officer

Council approved the 2024 Strategic Action Plan by a 3-2 vote, after a motion to defer it to the next meeting was defeated 2-3. The plan was presented by the Acting CAO and a delegate, with discussion on transition and gap analysis. Other approvals included the Community Services Master Plan, a $750,000 refrigeration plant replacement, and a $387,188.50 guiderail contract.

• Approved 2024 Strategic Action Plan (3-2)
• Defeated motion to defer Strategic Action Plan to Nov 4 (2-3)
• Approved Community Services Master Plan (unanimous)
• Awarded $750,000 refrigeration plant replacement to Cimco Refrigeration (unanimous)
• Awarded $387,188.50 guiderail contract to Royal Fence Limited (unanimous)
• Awarded $35,605 OSIM inspections contract to K. Smart Associates (unanimous)
• Extended Heritage Wilmot and Castle Kilbride Advisory Committee term to Dec 31, 2026 (unanimous)
• Adopted Wilmot Canada Day Event Task Force Terms of Reference (unanimous)

Wilmot Canada Day Event Task Force

The Wilmot Canada Day Event Task Force will adopt the September 10 minutes, approve its Terms of Reference and direct staff to submit them to Council. It will receive the proposed 2025 budget for information and vote on three procurement contracts: bouncy castles, gaming trailer and dunk tank; fireworks; and a portable water‑bottle filling station. The meeting also includes routine items such as delegations, correspondence and announcements.

• Approval of the Terms of Reference and direction for Council approval
• Approval of contract for bouncy castles, gaming trailer and dunk tank up to $5,000.00 plus HST
• Approval of contract for fireworks up to $10,000.00 plus HST
• Approval of rental of one portable water bottle filling station up to $1,250.00 plus HST
• Receipt of the proposed 2025 budget for the Task Force (information only)

The 2024 Wilmot Canada Day Event Task Force approved the Terms of Reference for Council, and approved contracts for bouncy castles, gaming trailer, dunk tank, fireworks, and a portable water filling station, totaling $16,250 plus HST. The proposed 2025 budget was received for information and deferred to a future meeting. Three committee vacancies were confirmed, and recruitment is underway.

• Approved Terms of Reference as amended, to be sent to Council
• Approved $5,000 contract with Grand River Inflatables for bouncy castles, gaming trailer, dunk tank
• Approved $10,000 procurement of fireworks
• Approved $1,250 rental of portable water bottle filling station
• Deferred proposed 2025 budget to a future meeting
• Confirmed 3 committee vacancies and recruitment timeline

Council Meeting

The Township of Wilmot Council will hold a closed session to consider municipal drain litigation and other solicitor‑client privileged matters, then reconvene in open session. In open session the Council will adopt the agenda, approve the September 23 minutes, and consider several consent and report items. Decisions include authorizing municipal access agreements for third‑party utilities with related fee‑bylaw changes, endorsing an on‑road winter parking plan on Carmel‑Koch Road, endorsing a gravel trail option over the Oxford‑Waterloo Bridge with associated costs, and passing a confirmatory by‑law.

• IS-2024-32: Authorize Municipal Access Agreements for third‑party utilities and remove related fees from the Fees and Charges By‑Law.
• IS-2024-34: Endorse on‑road winter parking plan on Carmel‑Koch Road, including intersection realignment, and forward capital/operating costs to the 2025 Budget.
• IS-2024-36: Endorse alternative 2 gravel trail over Oxford‑Waterloo Bridge, with $100,000 capital and $5,000 operating costs to be considered in the 2025 Budget.
• By‑Law 2024‑49: Read three times and pass the confirmatory by‑law.
• Closed session: Consider municipal drain litigation, special charges, communications manager personal matters, and other solicitor‑client privileged advice.

Council endorsed Option 2 for the Oxford Waterloo Road Bridge 37/B-OXF, a gravel multi-use trail with a proposed turnaround, and carried forward $100,000 capital and $5,000 operating costs to the 2025 budget. The Carmel-Koch on-road winter parking plan was referred to the 2025 budget process rather than approved. Council also approved municipal access agreements for third-party utilities and adopted the consent agenda and previous minutes.

• Endorsed Option 2 gravel trail for Oxford Waterloo Road Bridge (motion carried)
• Referred Carmel-Koch on-road winter parking plan to 2025 budget (motion referred)
• Approved Municipal Access Agreements for third-party utilities (consent agenda)
• Adopted minutes of September 23, 2024 meeting
• Passed confirmatory by-law

Council Meeting

The Wilmot Council meeting will consider a closed session on labour relations, adopt the agenda, and approve several items including a zone change for 1238 Snyder’s Road East, a grant request for the Nithview Long‑Term Care Home, and a Traffic Calming Policy with multiple budget allocations. The council will also receive reports on community services plans and will authorize a $700,000 capital project to replace chillers in the Wilmot Recreation Complex refrigeration plant.

• Approve Zone Change Application 05/24 for two temporary single‑detached dwellings at 1238 Snyder’s Road East
• Award contract for RFP 2024‑16 consulting services on public engagement for the future PMP
• Endorse Traffic Calming Policy with budget items: $50,000 operating, $35,000 capital study, $40,000 intersection safety, $20,000 speed‑zone review
• Approve grant request for Nithview Long‑Term Care Home to cover required development charge payments
• Authorize $700,000 capital project to replace chillers in the Wilmot Recreation Complex refrigeration plant

Council approved a $700,000 capital project to replace chillers and condensers at the Wilmot Recreation Complex, funded from the Infrastructure Renewal Capital Reserve Fund. They also approved a grant to Tri-County Mennonite Homes for development charges related to the Nithview long-term care project, and directed staff to proceed with Canada Day 2025 options. Several reports were received, including the Community Services Master Plan and Traffic Calming Policy.

• Approved $700,000 capital project for refrigeration plant replacement (unanimous)
• Approved grant to Tri-County Mennonite Homes for annual development charges (3-1, 2 conflicts)
• Directed staff to proceed with Canada Day 2025 Option 1 (unanimous)
• Endorsed Traffic Calming Policy and Implementation Plan (unanimous)
• Directed staff to create Agricultural and Environmental Advisory Committee (unanimous)
• Received Community Services Master Plan draft, final plan due by end of 2024 (unanimous)
• Approved temporary zoning for two dwellings at 1238 Snyder's Road East (unanimous)
• Appointed Greg Clark as Acting CAO (unanimous)

Special Council Meeting

The Council is meeting to discuss a human resources matter subject to solicitor-client privilege in a closed session. The meeting also includes the passage of a confirmatory by-law.

• Closed session to consider a Human Resources Matter
• By-Law 2024-46 Special Council Confirmatory By-Law

The Special Council Meeting on September 16, 2024, was largely procedural. Council held a closed session for a human resources matter under solicitor-client privilege, then reconvened in open session. The only substantive action was directing the Township Solicitor to proceed as directed, with no details disclosed. The agenda and a confirmatory by-law were adopted unanimously.

• Called meeting to order at 5:30 p.m. (unanimous)
• Held closed session for human resources matter under Section 239(2)(f) (unanimous)
• Reconvened into open session at 6:50 p.m. (unanimous)
• Adopted the agenda as presented (unanimous)
• Directed Township Solicitor to proceed as directed (unanimous)
• Passed confirmatory by-law (unanimous)
• Adjourned to call of the Mayor (unanimous)

Wilmot Canada Day Event Task Force

The Wilmot Canada Day Event Task Force is meeting to review the final expenditures and budget for the 2024 event. The committee will also consider approving a post-event report to be presented at the September 23rd Regular Council Meeting.

• Review of 2024 Canada Day General Ledger Revenue and Expenditures
• Review of 2024 Canada Day Budget
• Approval of the 2024 Wilmot Canada Day Event Task Force Post-Event Report

The 2024 Wilmot Canada Day Event Task Force approved its post-event report and directed staff to present it at the September 23rd Regular Council Meeting. The committee also received the final event expenditure and budget report for information. No other substantive decisions were made.

• Approved 2024 Wilmot Canada Day Event Task Force Post Event Report
• Directed Committee Administrator to bring post-event report to September 23rd Council Meeting
• Received final event expenditure and budget report for information

Council Meeting

The Wilmot Council is meeting to decide on a sanitary trunk sewer contract for Baden and a new 4-unit as-of-right housing bylaw. The body will also review several zoning applications and a long-term financial framework.

• Award of Phase 1 Baden Sanitary Trunk Sewer contract to Steed and Evans Limited for $2,798,391.70 plus HST
• Proposal to implement a 4 unit as-of-right bylaw for the CMHC Housing Accelerator Fund application
• Zone Change Application 07/21 and Draft Plan of Subdivision 30T-21601 for Snyder's Road (Baden)
• Official Plan Amendment 02/24 and Zone Change 03/24 for 59 Bergey Court / 12 Shephard Place, New Hamburg
• Zone Change Application 04/24 for 430 Snyder’s Road East, Baden

Council defeated a motion to commit to a 4-unit as-of-right bylaw and apply to the CMHC Housing Accelerator Fund (2-4). Council approved the Phase 1 Baden Sanitary Trunk Sewer tender to Steed and Evans Limited for $2,798,391.70 plus HST, and recommended draft approval of a subdivision at Snyder's Road (Baden) to the Region of Waterloo. A motion to cap non-single/semi units at 30% in that subdivision was defeated.

• Defeated motion to commit to 4-unit as-of-right bylaw and HAF application (2-4)
• Approved $2,798,391.70 tender for Phase 1 Baden Sanitary Trunk Sewer to Steed and Evans (unanimous)
• Recommended draft approval of subdivision 30T-21601 and approved zone change at Snyder's Road, Baden (carried)
• Defeated motion to cap non-single/semi units at 30% in subdivision 30T-21601
• Adopted Council Discretionary Expense Policy (unanimous)
• Approved Long-Term Financial Framework and six financial policies (unanimous)
• Appointed Headway Engineering for drainage works petition (unanimous)
• Adopted Region of Waterloo library maintenance agreement (unanimous)

Council Meeting

The Township of Wilmot Council will adopt the agenda, approve minutes from previous meetings, and award the annual asphalt, concrete and turf repair contract to Vista Contracting Ltd. for $129,080.50 plus HST. It will receive a summary of the 2023 Roads Needs Study and approve a budget scenario of $800,000 for road assets with a 20% increase forecast. Staff will be directed to develop a Site Alteration by‑law program for the 2025 work program and to include several wastewater capital projects, totaling several million dollars, in the upcoming budget. By‑laws 2024‑42 and the confirmatory By‑law 2024‑43 will be read three times and passed.

• Award of Annual Asphalt, Concrete and Turf Repairs contract to Vista Contracting Ltd. for $129,080.50 plus HST (term one, Sep‑Nov 2024).
• Approval of $800,000 road‑asset capital needs per budget scenario 3, with a 20% increase forecast for the 10‑year period.
• Staff directed to establish a Site Alteration program, including stakeholder consultation and by‑law enactment for the 2025 work program.
• Inclusion of wastewater capital projects in the budget: Sewer/Lateral Relining $470,000; FM004 Huron St & Grandview Ave $1,469,000; New Hamburg Sewer Rehabilitation $2,042,000; Baden Sewer Rehabilitation $1,472,000; plus related projects.
• Adoption of By‑law 2024‑42 (rules of order and procedure) and Confirmatory By‑law 2024‑43 after three readings.

Council received the 2023 Roads Need Study and directed staff to bring budget scenarios 2 and 3 for consideration in the 2025 capital budget process, rather than approving a specific scenario. Council also directed staff to establish a Site Alteration program for the 2025 work program, and approved several wastewater operational and capital improvements for the budget process. The Council Discretionary Expenses Policy was deferred to the September 9 meeting for more information.

• Received 2023 Roads Need Study; directed staff to bring budget scenarios 2 and 3 to 2025 capital budget (unanimous)
• Directed staff to establish a Site Alteration program for 2025 work program (unanimous)
• Approved wastewater operational increases: CCTV sanitary sewers $75,000/yr, flow monitoring & modeling $125,000/yr (unanimous)
• Approved wastewater capital projects: Sewer/Lateral Relining $470,000, Huron St & Grandview Ave $1,469,000, New Hamburg Sewer Rehab $2,042,000, Baden Sewer Rehab $1,472,000, Maintenance Hole $190,000, Haysville District Meter Chamber $150,000 (unanimous)
• Received 2023 Year-end Operating and Capital Report; allocated 2023 operating deficit of $15,173 via reserve transfers (unanimous)
• Received 2023 Long-term Financial Statement – Reserves, Trusts and Debt (unanimous)
• Deferred Council Discretionary Expenses Policy to September 9 meeting (unanimous)
• Passed By-law 2024-42 (rules of order and procedure) and directed staff to report on delegation recommendations by September 23 (unanimous)

Wilmot Canada Day Event Task Force

The Wilmot Canada Day Event Task Force will adopt the agenda and approve the minutes from its June 25 meeting. It will receive an event expenditure and budget report for information, noting that final invoices are still pending. Members will also take part in a feedback exercise to discuss what went well and what could be improved in the event planning.

• Adopt the agenda for the August 13 meeting
• Approve the June 25, 2024 meeting minutes
• Receive the Event Expenditure and Budget Report (attachments provided)
• Conduct a roundtable feedback exercise on the Canada Day event
• Allow delegations of up to seven minutes to address agenda items

The 2024 Wilmot Canada Day Event Task Force met on August 13, 2024, and approved an additional $200 honorarium to Crow Shield Lodge for the Sunrise Ceremony. The committee also received the Event Expenditure and Budget Report for information, noting it was prepared before all final invoices were received. No other substantive decisions were made; the meeting included procedural items and a feedback exercise on the event.

• Approved $200 honorarium to Crow Shield Lodge for Sunrise Ceremony (carried)
• Received Event Expenditure and Budget Report for information (carried)
• Approved minutes of June 25, 2024 meeting (carried)
• Adopted agenda as presented (carried)

Special Council Meeting

The Township of Wilmot Council will meet at the Mannheim Community Centre to conduct a Strategic Action Plan Leadership Session with consultant Kelly Linton. The meeting will also include the adoption of the agenda and a confirmatory by-law.

• Strategic Action Plan Leadership Session with Kelly Linton
• Adoption of the Special Council Agenda
• Confirmatory By-Law 2024-41

The special council meeting was a strategic action plan leadership session with consultants, involving team-building, survey findings, and goal validation. No formal decisions or votes on policy matters were made; the only motions were procedural (calling the meeting to order, adopting the agenda, passing the confirmatory by-law, and adjourning).

• Called meeting to order at 3:05 p.m. (unanimous)
• Adopted the agenda as presented (unanimous)
• Passed the Confirmatory By-Law (unanimous)
• Adjourned to meet at the call of the Mayor (unanimous)

Council Meeting

Council is deciding on several infrastructure contracts, including bridge and road work. The body is also considering funding increases for a specific road project and accepting petitions for drainage works.

• Contract award to GEI Consultants Canada Limited for $125,320.00 for culvert and bridge work on Huron Road and Carmel Koch Road
• Contract award to Steed and Evans Limited for $205,821.00 for the Annual Hot Mix Asphalt Program
• Proposed $200,000 funding increase for the Punkeydoodles Oxford Road 5 Project
• Acceptance of drainage works petitions from Kevin and Tracey Erb and JJZ Developments Inc.
• Proposed procedural by-law amendment relating to delegations

Council approved amendments to the Procedural By-law on delegations, including removing the 'within the jurisdiction' wording, adding a 3-month wait before delegates can reappear on the same subject, and directing staff to report back in 6 months on delegate limits. The by-law will be brought forward on August 26, 2024. Council also accepted two drainage petitions and awarded contracts for culvert/bridge work and asphalt.

• Approved amendments to Procedural By-law on delegations, including 3-month wait period (unanimous)
• Accepted drainage petition from Kevin and Tracey Erb, appointed K. Smart Associates (unanimous)
• Accepted drainage petition from JJZ Developments Inc. (unanimous)
• Awarded $125,320 contract to GEI Consultants for culvert/bridge rehabilitation (unanimous)
• Awarded $205,821 contract to Steed and Evans for hot mix asphalt program (unanimous)
• Approved $200,000 funding increase for Punkeydoodles Oxford Road 5 project (unanimous)
• Deferred discussion on discretionary funds to August 26, 2024 meeting (carried)
• Directed Mayor, CAO, HR to revise CAO performance evaluation policy (unanimous)

Special Council Meeting

The Special Council will open at 5:00 p.m., hold a closed session for confidential provincial information, then reconvene in open session. Council will adopt the agenda, disclose any pecuniary interests, and address business arising from the closed session. The primary decision is to read By‑Law 2024‑39 three times and pass it as a Confirmatory By‑Law.

• Closed session to consider confidential information supplied by the Province of Ontario
• Territorial land acknowledgement by Councillor K. Wilkinson
• Adoption of the agenda for the July 17, 2024 meeting
• Disclosure of pecuniary interest under the Municipal Conflict of Interest Act
• Consideration and passage of Confirmatory By‑Law 2024‑39

Council held a closed session to consider confidential information supplied by the Province of Ontario. Following the open session, Council passed a confirmatory by-law.

• Approved holding a closed session for confidential provincial information (Unanimous)
• Adopted the meeting agenda (Unanimous)
• Passed the Confirmatory By-Law (Carried)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to consider the approval of the event's schedule and opening ceremony details. The agenda also includes budget tracking updates, sponsorship correspondence from The Optimist Club of New Hamburg, and a motion for water bottle purchases.

• Approval of the Schedule of Events
• Approval of Opening Ceremonies and Remarks schedule
• Motion to purchase water bottles with an upset limit of $100.00
• Correspondence from The Optimist Club of New Hamburg regarding event sponsorship
• Update on the Erb Transport truck

The Wilmot Canada Day Event Task Force approved the official schedule of events for the upcoming celebration. Members also reached a consensus to decline the purchase of single-use plastic water bottles for the opening ceremonies.

• Approved the 2024 Canada Day Schedule of Events (Carried)
• Adopted the June 25, 2024 meeting agenda as amended (Carried)
• Approved the June 11, 2024 meeting minutes (Carried)
• Consensus reached to not purchase single-use plastic water bottles

Council Meeting

The Council is reviewing a draft plan of subdivision and zone change application for Wilmot Woods Developments Inc., which includes up to 489 townhomes/detached units and up to 254 stacked units. The agenda also covers a proposed 10-year funding agreement with the Association of Municipalities of Ontario and a server upgrade award.

• Draft Plan of Subdivision and Zone Change for Wilmot Woods (up to 489 townhomes/detached units and up to 254 stacked units)
• Funding agreement for the Renewed Canada Community-Building Fund, 2024-2034
• Server Upgrade Award
• Review of Bill 165, Keeping Energy Costs Down Act, 2024

Council unanimously recommended a draft plan of subdivision (30T-22601) for Wilmot Woods Developments Inc. to the Region of Waterloo, covering 36 residential blocks of 328-489 townhome and single detached units plus 3 multiple residential blocks of 194-254 stacked townhome or apartment units, with 53 conditions of draft approval. Council also unanimously approved Zone Change Application 05/22 to rezone the lands from Agricultural to Residential and Open Space zones. Separately, Council endorsed a bid to host the 2025 U18 Ontario Hockey Federation Championships in Wilmot, directed staff to report back in the 2025 Budget on the cost of a Municipal EA for Mannheim Road, and passed several housekeeping and fee by-laws.

• Recommended draft plan of subdivision 30T-22601 (Wilmot Woods) to the Region of Waterloo with 53 conditions (unanimous)
• Approved Zone Change Application 05/22, rezoning lands from Agricultural to Residential and Open Space (unanimous)
• Endorsed the organizing committee's bid to host the 2025 U18 OHF Championships in Wilmot, April 18-20, 2025 (unanimous)
• Directed staff to report back during the 2025 Budget process on the cost of including the Municipal EA for Mannheim Road (unanimous)
• Approved By-Law 2024-35 removing the expiry date from the Township's Development Charges By-Law 2019-42 (unanimous)
• Approved amendments to the Dog and Kennel By-law 2023-11 (unanimous)
• Approved the 2025 Budget schedule dates in Appendix A of Report COR-2024-31 (unanimous)
• Approved amendments to Community Services Schedules of the Fees and Charges By-law 2024-06 (unanimous)

Regional Municipality of Waterloo All Councils Meeting

The provided text contains only procedural software boilerplate and interface instructions. No specific council decisions or discussions are documented in this record.

Special Council Meeting

Council and the Corporate Leadership Team will participate in a strategic action plan leadership session led by Kelly Linton of Linton Consulting Services. The meeting also includes the consideration of Confirmatory By-law 2024-32.

• Strategic Action Plan Leadership Session with Linton Consulting Services
• Confirmatory By-law 2024-32

Wilmot Council held a special meeting on June 18, 2024, for a Strategic Action Plan Leadership Session led by Kelly Linton of Linton Consulting Services. Council and the Corporate Leadership Team participated in workshop exercises to identify pressing issues, goals, and goal groupings for the strategic plan. No strategic decisions were made; the only formal action was passing the Confirmatory By-law. The meeting included two recesses and brief quorum loss when Councillor S. Martin left, but business continued after quorum was restored.

• Passed Confirmatory By-law (first, second, third reading) — Motion Carried
• Adopted the June 18, 2024 agenda — Motion Carried
• Called the special meeting to order at 9:08 a.m. — Motion Carried
• Adjourned to meet again at the call of the Mayor — Motion Carried

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to review preparations for the upcoming holiday. The committee will consider several requests to increase spending limits for youth events, security, and volunteer supplies. Members will also review the band schedule and updates regarding the Sunrise Ceremony.

• Increase Canada Day Youth Events upset limit by $500.00
• Purchase volunteer lanyards at an upset limit of $100.00
• Increase Event Security upset limit by $400.00
• Increase volunteer t-shirt upset limit by $200.00
• Approval of the Band Schedule

The Wilmot Canada Day Event Task Force approved several budget adjustments, including a $500 increase for youth events, $400 for security, $200 for t-shirts, and $1,700 for a generator rental. The committee also approved the band schedule and confirmed volunteer logistics, including 18 confirmed volunteers and specific shift times. Delegates spoke regarding the Jr. Optimists' participation in the event schedule.

• Approved $500 increase in upset limit for Youth Events
• Approved $100 upset limit for volunteer lanyards
• Approved $400 increase in upset limit for Event Security
• Approved $200 increase in upset limit for volunteer t-shirts
• Approved Band Schedule as amended
• Approved $1,700 upset limit for generator rental
• Received proposed Schedule of Open Ceremonies for information
• Adopted agenda as amended

Council Meeting

The meeting includes presentations on community grants and greenhouse gas inventory reports. Council will also consider motions regarding agricultural advisory committees and public speaking rules. An update on the Knipfel Private Drinking Water System Conversion is also included.

• Motion to advocate for improvements to Ontario's 'catch and release' justice system
• Proposal to explore creating an Agricultural Advisory Committee
• Proposal to amend the Procedural By-law regarding public speaking opportunities
• Authorization of a video streaming agreement at Wilmot Recreation Complex
• Update on the Knipfel Private Drinking Water System Conversion

Council nominated Mayor Natasha Salonen for a Director position on the Rural Caucus of the Association of Municipalities of Ontario. The board also directed staff to research the creation of an Agricultural Advisory Committee and changes to the Procedural By-law regarding public delegations.

• Nominated Mayor Natasha Salonen for the AMO Board of Directors Rural Caucus (Unanimous)
• Approved resolution to advocate for improvements to 'catch and release' justice in Ontario (Unanimous)
• Directed staff to report on Agricultural Advisory Committee best practices in September 2024 (Unanimous)
• Directed staff to report on Procedural By-law changes to allow more public delegates by July 29, 2024 (Carried)
• Authorized video streaming agreement with New Hamburg and Wilmot Girls Hockey Associations (Unanimous)
• Received Knipfel Private Drinking Water System Conversion Update for information (Unanimous)
• Received Tax Billing Communications report for information (Unanimous)

Council Meeting

Wilmot Council will vote on approving 2024 Community Grants, with specific items deferred from previous meetings. They will also decide on awarding contracts for the New Hamburg Arena schematic design ($64,500) and refrigeration plant replacements ($104,033), and consider a full closure of Oxford Waterloo Road Bridge. Several notices of motion propose new policies on site alteration, single-use plastics, and quarterly departmental reporting.

• Approval of 2024 Community Grants Program, including $2,500 for Wilmot Girls Hockey Association
• Award of $104,033 contract to Cimco Refrigeration for refrigeration plant component replacements
• Award of $64,500 contract to Invizij Architects for New Hamburg Arena schematic design
• Endorsement of full closure/decommissioning of Oxford Waterloo Road Bridge 37/B-OXF
• Notice of motion to direct staff on feasibility of a Site Alteration By-law and a ban on single-use plastics in municipal facilities

Council approved the 2024 Community Grants Program with adjusted funding for several groups. New requirements were established for departments to submit quarterly reports to Council. Additionally, Council endorsed keeping the Oxford Waterloo Road Bridge open to light vehicles and pedestrians.

• Approved 2024 Community Grants with proportional reductions to fund additional groups (Unanimous)
• Approved quarterly departmental reporting including KPIs and budget updates (Carried)
• Endorsed keeping Oxford Waterloo Road Bridge 37/B-OXF open to light vehicles and pedestrians (Unanimous)
• Awarded $104,033 contract to Cimco Refrigeration for plant component replacements (Unanimous)
• Awarded $64,500 contract to Invizij Architects Inc. for New Hamburg Arena schematic design (Unanimous)
• Granted fireworks by-law exemption for 3180 Bridge Street for June 1 or 2, 2024 (Unanimous)
• Directed staff to study feasibility of a site alteration by-law for fill and topsoil (Unanimous)
• Directed staff to study feasibility of banning single-use plastics in municipal facilities (Carried)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to discuss and vote on several spending items for the upcoming Canada Day event. The committee will consider purchasing volunteer t-shirts, contracting security services, and paying an honorarium to a local band. Sub-committees will also provide updates on community engagement, sponsorships, marketing, entertainment, and vendors.

• Approve purchase of 50 volunteer t-shirts at an upset limit of $600.00
• Approve contracting security personnel from Tone-Gar Security at an upset limit of $800.00
• Approve payment of a $500.00 honorarium to the New Hamburg Concert Band
• Verbal update on the dunk tank and 94 Calls to Action signs from the Director of Community Services
• Verbal update on the proposed schedule of events and site map

The 2024 Wilmot Canada Day Event Task Force approved three spending items: up to $600.00 for 50 volunteer t-shirts, up to $800.00 for security personnel from Tone-Gar Security, and a $500.00 honorarium to the New Hamburg Concert Band. Committee Member M. Doucet declared a conflict of interest on the t-shirt purchase and did not vote on it; that motion carried by all members present except Doucet. The rest of the meeting consisted of verbal updates from staff and sub-committees, with no other decisions recorded.

• Approved purchase of 50 volunteer t-shirts at an upset limit of $600.00 (carried by all members present except M. Doucet, who declared a conflict of interest)
• Approved contracting security personnel services from Tone-Gar Security at an upset limit of $800.00 (carried)
• Approved payment of a $500.00 honorarium to the New Hamburg Concert Band (carried)
• Adopted the May 14, 2024 meeting minutes as presented (carried)
• Adopted the May 22, 2024 agenda as presented (carried)
• Adjourned to meet again at the call of the Chair (carried)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to discuss and decide on several operational items for the upcoming Canada Day event. Key decisions include approving performer agreements, a $600 honorarium for a Sunrise Ceremony, and various spending limits for advertising, volunteer snacks, and music sub-committee budget.

• Approve $600 honorarium for Sunrise Ceremony
• Approve agreements with 8 performers totaling $6,480 plus HST
• Approve $1,000 upset limit for print media advertising and promotion
• Approve $1,000 increase to Music & Entertainment sub-committee upset limit
• Approve $250 upset limit for volunteer beverages and snacks

The Wilmot Canada Day Event Task Force approved several payments for musical performers and a $2,000 limit for print media advertising. The committee also authorized a $300 honorarium for a Sunrise Ceremony and waived booth fees for non-profits.

• Approved $2,000 upset limit for print media advertising and promotion
• Approved $1,000 increase to Music & Entertainment Sub-committee upset limit
• Approved entertainment agreements for Marg Mueller ($1,980 + HST), Mac Summers ($1,000 + HST), Rob Esposito ($950 + HST), Randy Satchell Band ($750 + HST), Dolinar, Dosman and Dunn ($600 + HST), After Midnight ($600 + HST), Counting Down the Hours ($400 + HST), and David Martin ($200 + HST)
• Approved $300 honorarium for the Sunrise Ceremony
• Approved $250 upset limit for volunteer beverages and snacks
• Approved waiving vendor booth fees for non-profits and service groups
• Adopted April 23, 2024 meeting minutes

Council Meeting

Council will vote on the 2024 final tax levy rates and due dates, approve community grants (with some groups deferred from April 22), and discontinue a special fire services surcharge for Wellesley-area property owners. A $100,791 stake truck purchase and a request to designate a firefighters' tournament as a municipally significant event are also on the agenda.

• Adoption of bylaw 2024-24 to set 2024 final tax rates and due dates
• Approval of 2024 Community Grants Program, with separate votes on Wilmot Agricultural Society, WODSS Bursaries, New Hamburg Firebirds, and Wilmot Girls Hockey Association ($2,500)
• Discontinuation of the Wellesley Fire Services surcharge on tax bills effective 2024
• Award of RFT 2024-04 for a Parks and Facilities Stake Truck to Oxford Dodge Chrysler for $100,791
• Designation of the Baden Firefighters Association Hose Monkey Ball Tournament (June 21-22) as a municipally significant event

Wilmot Council deferred consideration of the 2024 Community Grants Program (Report COR-2024-21) to its May 27, 2024 meeting, including separate deferrals for Group 2 Wilmot Agricultural Society, Group 5 WODSS Bursaries, and Group 10 New Hamburg Firebirds. Council approved Report COR-2024-23 and By-Law 2024-24 setting the 2024 final tax levy rates and payment instalment dates, and authorized a communications effort on 2025 tax due date changes and preauthorized payments. Council also discontinued, effective 2024, the practice of billing property owners in the Wellesley Fire Services response area a surcharge on their tax bill, and awarded a Parks and Facilities Stake Truck contract to Oxford Dodge Chrysler (1992) LTD for $100,791.00 excluding taxes.

• Deferred 2024 Community Grants Program (COR-2024-21) to May 27, 2024 (carried unanimously)
• Deferred Group 2 Wilmot Agricultural Society grant to May 27, 2024 (carried)
• Deferred Group 5 WODSS Bursaries grant to May 27, 2024 (carried)
• Deferred Group 10 New Hamburg Firebirds grant to May 27, 2024 pending more information from staff (carried)
• Approved Report COR-2024-23 and By-Law 2024-24 setting 2024 final tax levy rates and instalment payment dates (carried unanimously)
• Discontinued the Wellesley Fire Services response area tax bill surcharge effective 2024 (carried unanimously)
• Awarded RFT 2024-04 Parks and Facilities Stake Truck to Oxford Dodge Chrysler (1992) LTD for $100,791.00 excluding taxes, plus $791.00 excluding taxes through the Ontario Community Infrastructure Fund (carried unanimously)
• Designated the Baden Firefighters Association Hose Monkey Ball Tournament and Concert at Sir Adam Beck Park on June 21 and 22, 2024 a Municipally Significant Event (carried unanimously)

Special Council Meeting

This is a special council meeting dedicated to training for council and committee members on the Code of Conduct and the Municipal Conflict of Interest Act, led by Integrity Commissioner Ben Drory. The agenda includes only procedural items such as call to order, territorial acknowledgement, and adoption of the agenda, along with a confirmatory by-law. No substantive decisions or public hearings are scheduled.

• Training session on Code of Conduct and Municipal Conflict of Interest Act with Integrity Commissioner Ben Drory of ADR Chambers Inc.
• Confirmatory By-Law 2024-23 to be passed

Council held a special meeting to receive training from Integrity Commissioner Ben Drory of ADR Chambers Inc. regarding the Code of Conduct and the Municipal Conflict of Interest Act. No substantive policy decisions were made during the session.

• Adopted the meeting agenda (Unanimous)
• Passed the Confirmatory By-Law (Unanimous)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to plan the Canada Day event. Key business includes correcting the fireworks rain date from August 6 to August 4, and receiving updates from sub-committees on programming, sponsorship, marketing, entertainment, vendors, and volunteers.

• Correcting the fireworks rain date from August 6 to August 4
• Presentation on programming for young children by J. Divita
• Verbal update on the Soap Box Derby by P. Mackie
• Discussion of potential shuttle buses by K. Chiasson
• Proposed schedule of events and site map for Scott Park

The 2024 Wilmot Canada Day Event Task Force met April 23, 2024, starting with a site visit at Scott Park and reconvening at the Wilmot Recreation Complex. The committee corrected the fireworks rain date from August 6 to August 4, approved an upset limit of $1,000.00 for Canada Day youth events, and agreed to charge a $25.00 vendor fee. It also agreed by consensus that opening ceremonies will occur at 11:00 a.m., and heard that the Soap Box Derby will not proceed for 2024.

• Corrected fireworks rain date to August 4 (motion carried)
• Approved upset limit of $1,000.00 for Canada Day youth events (motion carried)
• Approved $25.00 vendor fee for the 2024 event (motion carried)
• Agreed by consensus that opening ceremonies occur at 11:00 a.m.
• Adopted minutes of the April 9, 2024 meeting (motion carried)
• Adopted the April 23, 2024 agenda (motion carried)
• Recessed at 7:32 p.m. and reconvened at 7:55 p.m. (motions carried)
• Adjourned to meet again at the call of the Chair (motion carried)

Council Meeting

Council will consider awarding a $7.54 million construction contract for Snyder’s Road West and Foundry Street reconstruction, approving a budget increase funded by the Region of Waterloo. Other items include approving cooperative surface treatment contracts, a joint radio service agreement, and 2024 community grants. A closed session is scheduled first to discuss confidential information from the province.

• Award of tender to Steed and Evans Limited for Snyder’s Road West and Foundry Street reconstruction at $7,541,729.55 plus HST
• Approval of $174,422.40 and $318,012.50 cooperative surface treatment contracts with Oxford County and Perth East
• Approval to enter a joint P25 Voice Radio Service Level Agreement with regional police and municipalities
• Approval of 2024 Community Grants Program grants as listed in Appendix A
• Notice of motion directing staff to report on impact of ending Ontario Energy Board natural gas hookup subsidy for new homes

Wilmot Council awarded the Snyder's Road West and Foundry Street reconstruction tender to Steed and Evans Limited at $7,541,729.55 plus HST, and approved a $3,949,260 budget increase funded mainly by Region of Waterloo recoveries. Council also approved a joint P25 Voice Radio Service Level Agreement with Waterloo Region municipalities and directed staff to report back within two months on the impact of the Ontario Energy Board ending new-home natural gas subsidies. The 2024 Community Grants Program was deferred to the May 6, 2024 meeting, except that $2,500 for the Wilmot Girls Hockey Association was approved.

• Awarded RFT2024-01 Snyder's Road West and Foundry Street Reconstruction to Steed and Evans Limited of St. Jacobs, Ontario at $7,541,729.55 plus HST (unanimous)
• Approved a $3,949,260 budget increase for the project, funded by $3,926,330 from Region of Waterloo recoveries and $22,930 from Reserve Funds (unanimous)
• Authorized up to $130,120.96 plus HST for remaining Region of Waterloo invoicing for design, geotechnical and environmental works (unanimous)
• Approved entering a joint P25 Voice Radio Service Level Agreement with Waterloo Region municipalities, with an amendment to seek inflation-linked increases in future negotiations (unanimous)
• Approved $2,500 for Group 20 Wilmot Girls Hockey Association under the 2024 Community Grants Program (unanimous)
• Deferred the rest of the 2024 Community Grants Program (COR-2024-21) to the May 6, 2024 meeting pending more information from staff (unanimous)
• Deferred Group 10 New Hamburg Firebirds grant consideration to May 6, 2024 (carried)
• Deferred Group 2 Wilmot Agricultural Society and Group 5 WODSS Bursaries grant consideration to May 6, 2024 (carried)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to plan the Canada Day event. They will discuss and vote on several operational items, including approving expenses, setting a fireworks raindate, contracting a first aid station, selecting a logo, and forming sub-committees. The committee will also consider a motion to make the Optimist Club of New Hamburg the primary food vendor.

• Approve Committee Administrator M. O'Krafka to manage Canada Day Trust Fund expenses and report revenues/expenses
• Agree to August 6 as raindate for fireworks
• Authorize agreement with St. John Ambulance for First Aid Station at upset limit of $500.00
• Select a logo option for the 2024 Canada Day event
• Motion to name Optimist Club of New Hamburg as primary food vendor

The 2024 Wilmot Canada Day Task Force met on April 9, 2024 and approved several event arrangements. It set August 6th as the rain date for fireworks, agreed to Logo Option #6 for the event, and named the Optimist Club of New Hamburg as primary food vendor. It also authorized a St. John Ambulance first aid station at an upset limit of $500.00 and a $5500.00 upset limit for music and entertainment services, and deferred sponsorship, volunteer recruitment, community engagement, marketing and vendors to sub-committees reporting back on April 23, 2024.

• Approved August 6th as rain date for fireworks (motion carried)
• Approved Logo Option #6 for the 2024 Wilmot Canada Day Event (motion carried)
• Approved Optimist Club of New Hamburg as primary food vendor (motion carried)
• Approved St. John Ambulance first aid station at an upset limit of $500.00 (motion carried)
• Approved $5500.00 upset limit for music and entertainment services (motion carried)
• Named M. O'Krafka to approve expenses through the Canada Day Trust Fund and report itemized revenues/expenses each meeting (motion carried)
• Deferred sponsorship/donations to sub-committee (S. Martin, R. Unrau, A. Stevenson) to report April 23, 2024 (motion carried)
• Deferred volunteer recruitment, community engagement, marketing and vendors to sub-committees to report April 23, 2024 (motions carried)

Council Meeting

The Wilmot Township Council is meeting to consider a renewal of the lease agreement with the Wilmot Heritage Fire Brigades for space at 10 Bell Drive in Baden. Council will also appoint councillors to the 2024 Canada Day Task Force and to a review team for a consultant to create a Prime Ministers Path engagement strategy. Two by-laws are scheduled for passage: one to appoint a Treasurer and another to appoint a Deputy Treasurer, rescinding previous appointments.

• Renewal of lease agreement with Wilmot Heritage Fire Brigades at 10 Bell Drive, Baden (Report CS-2024-06)
• Appointment of a councillor to the 2024 Wilmot Canada Day Event Task Force (Report COR-2024-19)
• Appointment of two councillors to an RFP review team for a Prime Ministers Path engagement consultant (Report CAO-2024-06)
• By-Law 2024-19 to appoint a Treasurer and rescind previous Treasurer by-laws
• By-Law 2024-20 to appoint a Deputy Treasurer and rescind previous Deputy Treasurer by-laws

Wilmot Council approved a lease renewal with the Wilmot Heritage Fire Brigades for 10 Bell Drive, Baden, and appointed Councillor S. Martin to the 2024 Canada Day Event Task Force and Councillor S. Cressman to the Heritage Wilmot and Castle Kilbride Advisory Committee. Council also appointed Councillors K. Wilkinson and S. Martin to an RFP review team for the Prime Ministers Path engagement strategy. By-Laws 2024-19 and 2024-20 appointing a Treasurer and Deputy Treasurer were passed, and staff were directed to proceed on confidential provincial information.

• Approved Consent Agenda Item 12.1: lease renewal with Wilmot Heritage Fire Brigades at 10 Bell Drive, Baden (unanimous)
• Appointed Councillor S. Martin to the 2024 Wilmot Canada Day Event Task Force (carried)
• Appointed Councillor S. Cressman to the Heritage Wilmot and Castle Kilbride Advisory Committee (carried)
• Appointed Councillor K. Wilkinson to the RFP review team for the Prime Ministers Path Working Group (carried)
• Appointed Councillor S. Martin to the RFP review team for the Prime Ministers Path Working Group (carried)
• Passed By-Law 2024-19 appointing a Treasurer and rescinding previous appointment by-laws (unanimous)
• Passed By-Law 2024-20 appointing a Deputy Treasurer and rescinding previous appointment by-laws (unanimous)
• Directed staff and the Mayor to proceed as directed regarding confidential information from the Province of Ontario (unanimous)

Council Meeting

Wilmot Council will consider a motion to install a 4-way stop at Hunsberger Drive and Stuckey Avenue/Michael Myers Road in Baden, following a staff report on a warrant review. Council will also receive additional information on Option 2 for the Prime Ministers Path and decide on next steps. An Integrity Commissioner report recommends Councillor Lillianne Dunstall be removed from the Canada Day Event Task Force and acknowledge a code of conduct breach. Other items include awarding a $35,000 contract for a Development Charges study and creating a Canada Day Event Trust Fund.

• Motion to install a 4-way stop at Hunsberger Drive and Stuckey Avenue/Michael Myers Road in Baden
• Integrity Commissioner report recommending Councillor Lillianne Dunstall be removed from Canada Day Task Force and acknowledge code of conduct breach
• Contract awarded to Watson & Associates Economists Ltd for $35,000 plus taxes for a Development Charges background study
• Creation of a Canada Day Event Trust Fund
• Designation of a South Indian DJ party on April 20, 2024 as a Municipally Significant Event

Council directed staff to install a 4-way stop at the Hunsberger Drive and Stuckey Avenue/Michael Myers Road intersection in Baden. The board also selected Option 1 for the Prime Ministers Path and awarded a development charges study contract.

• Directed staff to install a 4-way stop at Hunsberger Drive and Stuckey Avenue/Michael Myers Road
• Approved Option 1 for the Prime Ministers Path (Unanimous)
• Awarded $35,000 contract for Development Charges study to Watson & Associates Economists Ltd
• Increased Capital Project 2024-50 budget by $5,616
• Designated South Indian DJ party at St. Agatha Community Centre as a Municipally Significant Event (Unanimous)
• Received Integrity Commissioner’s Report 2023–01
• Passed By-Law 2024-17 to amend Trust Fund By-Law 2016-44 (Unanimous)

Wilmot Canada Day Event Task Force

The committee approved spending for security officers and a performance by Mac Summers. A sub-committee was formed to further evaluate music and entertainment options. The group also updated its meeting schedule and location.

• Approved booking one constable and five auxiliary officers for $550.00 plus HST (Motion Carried)
• Approved $1,000.00 plus HST agreement for a one-hour performance by Mac Summers (Smile'N'Wave)
• Created music and entertainment sub-committee consisting of A. Stevenson, K. Gray, and R. Unrau (Motion Carried)
• Added April 23, 2024 meeting at Scott Park to the schedule (Motion Carried)
• Removed July 9, 2024 meeting date from the schedule (Motion Carried)
• Adopted February 13, 2024 meeting minutes (Motion Carried)

Council Meeting

Wilmot Council will consider approving the final 2024 operating, utility, and capital budgets, including debt financing. They will also vote on zoning by-law amendments for a seasonal farm worker bunkhouse at 1276 Wilby Road and for land conservation at the Rare Charitable Research Reserve. A motion to install a 4-way stop at Hunsberger Drive and Stuckey Avenue/Michael Meyers Road in Baden is on the agenda.

• Final approval of the 2024 Operating, Utility and Capital Budgets, including new levy debt financing
• Zone change for 1276 Wilby Road to permit a three-unit bunkhouse for up to 18 seasonal farm workers
• Official plan amendment and zone change for the Schneider Family and Rare Charitable Research Reserve to create an Ecological Conservation Area
• Motion to install a 4-way stop at the Hunsberger Drive and Stuckey Avenue/Michael Meyers Road intersection in Baden
• Endorsement of traffic calming on Trussler Road as part of the City of Kitchener's program

Council approved the Final 2024 budgets and authorized necessary debt financing. Several zoning changes were approved, including a farm worker bunkhouse and land transfers to the Rare Charitable Research Reserve. Council also submitted responses to the province regarding Bill 162.

• Approved Final 2024 Operating, Utility and Capital Budgets (4-2)
• Approved $49,000 carry-forward from 2023 for Wilmot Line re-gravelling (unanimous)
• Approved zoning for a 18-worker bunkhouse and additional dwelling unit at 1276 Wilby Road (unanimous)
• Adopted Official Plan Amendment No. 12 and rezoned lands for Rare Charitable Research Reserve (unanimous)
• Endorsed traffic calming and parking restrictions on Carmel-Koch Road and Wilmot Line (unanimous)
• Approved response to Bill 162 regarding Official Plan Adjustments Act (unanimous)
• Endorsed traffic calming initiative for Trussler Road (unanimous)
• Tabled 4-way stop request at Hunsberger Drive and Stuckey Avenue/Michael Meyers Road (unanimous)

Council Meeting

Wilmot Council will consider a report on options for the Prime Minister's Path and hear a delegation on that item. Council will also receive the 2023 annual water quality report and discuss a motion to extend the deadline for heritage property designations.

• Report CAO-2024-03 on Prime Minister's Path: Options for Next Steps, with a recommendation to proceed with Option 1
• Presentation from Basic Income Waterloo Region on Guaranteed Liveable Basic Income
• Notice of motion from Councillor S. Martin to request a five-year extension of the Ontario Heritage Act deadline for non-designated heritage properties
• Report IS-2024-06: 2023 Annual Water Summary and Quality Report
• Report COR-2024-10 on pending sale of private property for non-payment of property taxes

Council unanimously directed staff to report back on March 25, 2024, with details on implementing Option 2 for the Prime Ministers Path project and the feasibility of returning statues to Wilmot. Council also approved a motion to request the Ontario government extend the deadline for removing non-designated properties from the heritage register from 2025 to 2030. Additionally, Council approved Option 2 for CAO staffing, creating a Constituent Liaison position and eliminating a vacant specialist role.

• Approved Option 2 for CAO staffing: create Constituent Liaison, eliminate vacant Social Media/Digital Specialist role
• Directed staff to report on March 25, 2024, on Prime Ministers Path Option 2 implementation and statue return feasibility
• Approved motion to request Ontario extend heritage register removal deadline from Jan 1, 2025 to Jan 1, 2030
• Received 2023 Annual Water Summary and Quality Report for information
• Received Report COR-2024-10 on pending tax sale properties for information only
• Adopted Confirmatory By-Law

Finance and Budget Committee

The Finance and Budget Committee will consider remaining unfunded items from the 2024 operating budget, deferred from previous meetings. They will also discuss capital budget items including a new parks stake truck and annual IT infrastructure upgrades. A closed session is scheduled to discuss fire department compensation and labour relations.

• 2024 Operating Budget Unfunded Budget Options for Consideration (deferred from Jan 27 meeting)
• Capital Budget: Replacement of 2013 Parks Service Vehicle with 2024 Parks Stake Truck
• Annual Hardware, Software & Network Infrastructure Upgrades (COR-2024-11)
• Cost Reduction Options for 2024 draft Operational Budget (COR-2024-07)
• Closed session: Fire Department Compensation (labour relations and personal matters)

The Finance and Budget Committee worked through 2024 operating and capital budget options, approving some inclusions and removals while deferring others to the March 4, 2024 Council meeting. The committee approved adding $25,000 in discretionary funds for the CAO and Council, additional Infrastructure Services staffing, a full-time Fire Prevention/Public Educator conversion, and several capital requests. It removed community mailings, lockout training, by-law enforcement part-time hours, and bridge and culvert maintenance from the draft budget, and deferred a $150,000 traffic calming study and other items. Adoption of the January 25 and January 27 minutes was deferred to the March 4 Council meeting.

• Deferred adoption of Jan 25 and Jan 27 minutes to March 4 Council meeting (unanimous)
• Deferred Option 1 (Sustainability Coordinator) to 2025 Budget (carried)
• Defeated motion to direct staff to report on a Green Levy before 2024 Budget adoption
• Approved inclusion of Option 4, $25,000 discretionary budget funds for CAO and Council, in 2024 Budget (carried)
• Defeated amendment requiring Council approval for discretionary fund expenditures
• Approved inclusion of Option 8, additional Infrastructure Services staffing, in 2024 Budget (unanimous)
• Deferred Option 9 (servicing costs of recommended 2024 levy funded debentures) to March 4 Council meeting (unanimous)
• Approved inclusion of Option 10 (conversion of part-time to full-time Fire Prevention/Public Educator) in 2024 Budget (carried)

Special Council Meeting

The Wilmot Special Council Meeting on February 15, 2024, will enter a closed session to discuss Fire Department compensation under the Municipal Act. In open session, council will receive a report (CAO-2024-02) on options for a new Corporate Strategic Plan and consider directing staff to negotiate with the successful bidder. The meeting also includes a confirmatory by-law (2024-10) and standard procedural items.

• Closed session for Fire Department compensation under Section 239 (2) (b) and (d) of the Municipal Act
• Report CAO-2024-02 on Township of Wilmot Corporate Strategic Plan – Options
• Direction to staff to negotiate with the successful bidder for the strategic plan
• Confirmatory By-Law 2024-10 to be passed

Council approved a new compensation structure for the fire department and a cost of living adjustment for training day rates. Council also received a report on strategic plan options and directed staff to negotiate with the successful bidder regarding internal resources.

• Approved 2024 fire department compensation structure including removal of work party rate and adjusted rank based rates (Unanimous)
• Approved 3.1% cost of living adjustment for 2023 training day rate effective January 1, 2024 (Unanimous)
• Received Report CAO 2024-02 regarding Request for Proposals for a Strategic Plan for information (Unanimous)
• Directed staff to negotiate with the strategic plan bidder to identify components for internal completion (Unanimous)
• Directed staff to engage with Council before entering discussions with the strategic plan bidder (Unanimous)
• Passed Confirmatory By-Law (Unanimous)

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force is meeting to discuss event planning, including approving contracts with performers Ultimutts ($3,174.20 plus HST) and Smile'N'Wave ($1,000 plus HST). The committee will also consider additions to the event schedule, fundraising strategies beyond the Township's $25,000 upset limit, and a marketing and advertising plan. The meeting is open to the public and will be held in-person at the Wilmot Recreation Complex.

• Proposed agreement with Ultimutts for three performances at $3,174.20 plus HST
• Proposed agreement with Mac Summers (Smile'N'Wave) for a one-hour performance at $1,000 plus HST
• Discussion of fundraising and sponsorships to fund components above the $25,000 upset limit set by the Township of Wilmot
• Consideration of additions to the 2024 Wilmot Canada Day event schedule
• Discussion of marketing and advertising plan for the 2024 event

The committee decided to host the 2024 Wilmot Canada Day Event at William Scott Park. The group approved a performance agreement with Mac Summers (Smile'N'Wave) but rejected a proposal for the Ultimutts.

• Approved hosting 2024 Wilmot Canada Day Event at William Scott Park
• Approved $1,000 plus HST agreement with Mac Summers (Smile'N'Wave) for one-hour performance
• Denied $3,174.20 plus HST agreement with the Ultimutts for three performances

Council Meeting

Council will consider declaring portions of Peel Street and Mill Street road allowances in New Hamburg as surplus and transferring them to Love Your Neighbourhood Communities (LYNC) for $2. A public meeting is also scheduled for a zoning amendment at 1276 Wilby Road. The agenda includes several correspondence items and a closed session for legal advice on planning, air monitoring, procurement, and terms of reference.

• Surplus lands disposition at Peel Street and Mill Street, New Hamburg, to be transferred to LYNC for $2 (DS-2024-04)
• Public meeting for zoning amendment ZCA-01-24 at 1276 Wilby Road (DS-2024-03)
• By-law 2024-03 to amend zoning for 66 Hincks Street
• By-law 2024-08 to set actual costs for Snyder Municipal Drain 2021
• Motion to support Association of Ontario Road Supervisors' Municipal Equipment Operator Course

Wilmot Council declared portions of the Peel Street and Mill Street road allowances in New Hamburg as surplus lands and authorized transferring them to Love Your Neighbourhood Communities (LYNC) for a nominal two dollars, subject to conditions including site plan approval and cost responsibilities. Council also approved re-appointments to the Grand River Accessibility Advisory Committee (GRAAC) for a term ending December 31, 2027, as amended to add an outreach commitment to the Townships. Two by-laws were passed: a zoning amendment for 66 Hincks St and a by-law amending actual drainage costs for the Snyder Municipal Drain 2021. Council also passed a resolution supporting an Association of Ontario Road Supervisors municipal equipment operator course and calling on the Province to fund it in 2024.

• Declared portions of Peel Street and Mill Street road allowances surplus; authorized transfer to LYNC for $2 (unanimous)
• Approved GRAAC re-appointments for term ending December 31, 2027, as amended (unanimous)
• Passed By-law 2024-03 amending zoning by-law for 66 Hincks St (unanimous)
• Passed By-law 2024-08 amending actual costs for Snyder Municipal Drain 2021 (unanimous)
• Passed resolution supporting Association of Ontario Road Supervisors municipal equipment operator course and requesting provincial funding (unanimous)
• Received Report DS 2024-03 on ZCA-01-24, 1276 Wilby Road, for information (unanimous)
• Adopted minutes of January 29, 2024 Regular Council Meeting (unanimous)
• Received closed session legal advice on four matters including planning, air monitoring, procurement, and terms of reference (unanimous)

Dangerous Dog Designation Appeal Committee

The Dangerous Dog Designation Appeal Committee will hold a public hearing to consider an appeal of a potentially dangerous dog designation for a dog named Willow (Appeal No. 2023-03). The meeting is quasi-judicial; the public may attend but not speak. No other substantive items are on the agenda.

• Appeal No. 2023-03: Potentially Dangerous Dog Designation, Appellant: Michael Tagliabracci ("Willow")

Council Meeting

Wilmot Council is meeting to consider several items, including a parking exemption and surplus land disposition for the LYNC redevelopment at 183 Mill Street, New Hamburg, and the removal of a holding symbol at 66 Hincks Street. Council will also vote on by-laws for zoning and an interim tax levy, and consider motions on departmental reporting and the 2025 budget structure.

• Parking exemption agreement for 183 Mill Street, New Hamburg, with $2 payment and construction of 39-space parking lot at 73 Burns Street
• Removal of holding symbol at 66 Hincks Street, New Hamburg (By-law 2024-03)
• By-law 2024-04 to provide for an interim tax levy
• Trail maintenance agreement with Region of Waterloo for Baden Hills and Walker Woods Regional Forests
• Motion for departmental quarterly reporting and motion to align 2025 budget with Woolwich format

Council authorized a parking exemption for a redevelopment at 183 Mill Street and ratified funding for the 2024 Canada Day event. The board also passed several by-laws regarding taxes and fees and mandated a more detailed structure for the 2025 budget.

• Approved $25,000 pre-budget funding for 2024 Canada Day Event (Unanimous, minus 1 conflict)
• Authorized parking exemption for 183 Mill Street redevelopment subject to construction of 39-space lot at 73 Burns Street (Unanimous)
• Approved removal of holding symbol for 66 Hincks Street (Unanimous)
• Passed By-laws 2024-04 (Interim Tax Levy), 2024-05 (Water and Sanitary Fees), and 2024-06 (Fees and Charges) (Unanimous)
• Read By-law 2024-03 (Zoning for 66 Hincks St) first time (Unanimous)
• Authorized Trail Maintenance Agreement with Region of Waterloo for Baden Hills and Walker Woods Regional Forests (Unanimous)
• Mandated 2025 budget include line-by-line departmental breakdowns and align with Woolwich model (Carried)
• Deferred motion on departmental quarterly reporting to May 27, 2024 (Carried)

Finance and Budget Committee

The Finance and Budget Committee is meeting to consider the draft 2024 Capital Budget, which was referred from the January 15 Council meeting. The Interim CFO will present an overview, followed by department heads presenting their capital requests. No decisions are recorded in the agenda; the meeting is for discussion and review.

• Review of Draft 2024 Operating, Utility and Capital Budgets (report COR-2024-01)
• Presentation by Interim CFO on the 2024 draft Capital Budget
• Department heads to present capital budget requests in numerical order

The Finance and Budget Committee reviewed the draft 2024 capital budget and voted to include most capital request forms in the budget that will be brought back to Council for approval. It removed flagpole installations and the Jacob Street cross-section repair, deferred the Baden off-leash dog park to 2025, and defeated two motions on the Fire Extinguisher Trainer. The committee also directed staff to obtain a legal opinion on a requested Air Monitoring Study and deferred the 2024 operating unfunded budget options to February 15, 2024.

• Directed staff to obtain a legal opinion on the requested Air Monitoring Study, to Council by February 12, 2024 (unanimous)
• Received COR-2024-05 Capital Projects Status and Closures; approved closing Schedule A projects with funding adjustments (unanimous)
• Approved EV charging station request #39 for one charger in New Hamburg, contingent on grant funding (carried)
• Approved fire capital requests #16, #17, #18, #19, #20 and #66 for inclusion in the 2024 capital budget (unanimous)
• Defeated motions on Fire Extinguisher Trainer request #48 (both defeated)
• Removed flagpole installations request #41 from the 2024 capital budget (unanimous)
• Deferred Baden off-leash dog park request #40 to the 2025 capital budget process (unanimous)
• Removed Jacob Street cross-section repair request #21 from the 2024 capital budget (carried)

Finance and Budget Committee

The Finance and Budget Committee is reviewing the draft 2024 Operating, Utility, and Capital Budgets, along with proposed 2024 user fees and charges. They will also consider a report on special event and facility subsidies, and receive an update on long-term debt. The meeting includes departmental budget presentations and a report on speed mitigation and traffic safety.

• Draft 2024 Operating, Utility and Capital Budgets (COR-2024-01)
• 2024 User Fees and Charges approval (COR-2024-03)
• Special Event and Facility Subsidies continuation (CS-2024-01)
• Long Term Debt Status Update (COR-2024-02)
• Speed Mitigation and Traffic Safety report (IS-2024-01)

The Finance and Budget Committee approved the 2024 user fees, charges, and water/sewer rates for formal adoption by Council. The committee also approved a $25,000 pre-budget allocation for the 2024 Wilmot Canada Day event and directed staff to seek a 0.5% reduction in most departmental operating budgets. Several staff reports were requested on potential cost savings across Infrastructure, Community, and Development Services.

• Approved 2024 fees and charges for Council adoption (Unanimous)
• Approved 2024 water and wastewater fees for Council adoption (Unanimous)
• Approved $25,000 for 2024 Wilmot Canada Day Event (Unanimous)
• Removed $15,000 Councillor Honorarium from 2024 Operating Budget (Unanimous)
• Directed staff to seek 0.5% budget reduction per department, excluding Fire Services
• Directed staff to report on cost savings for Infrastructure, Community, and Development Services
• Paused RFP process for 2024-2027 Strategic Plan pending further review
• Approved continued subsidies for Moparfest, Mennonite Relief Sale, and New Hamburg Fall Fair

Wilmot Canada Day Event Task Force

The 2024 Wilmot Canada Day Event Task Force appointed its leadership and approved several preliminary vendor agreements pending budget approval. The group discussed a recommended budget upset limit of $25,000.00 and assigned planning tasks for entertainment and community inclusion.

• Nominated R. Unrau as Chair
• Nominated K. Chiasson as Vice Chair
• Approved $10,000 plus HST for fireworks pending budget approval
• Approved $3,600.00 plus HST for Grand River Inflatables & Games pending budget approval
• Approved $1,000.00 upset limit for Canada Day Cake pending budget approval
• Approved $550.00 plus HST per show for two shows by Erick Traplin pending budget approval

Council Meeting

Wilmot Council will receive the draft 2024 operating, utility, and capital budgets and refer them to the Finance & Budget Committee for detailed review. Council will also consider a motion directing staff to report on a road safety and speed mitigation strategy, and another motion on next steps for the Prime Ministers Path statues. Several correspondence items regarding the Region of Waterloo Official Plan (ROPA 6) are included for information.

• Draft 2024 Operating, Utility and Capital Budget referred to Finance & Budget Committee
• Motion to study road safety and speed mitigation strategy, including speed bumps
• Motion to report on interim actions and options for permanent plan for Prime Ministers Path statues
• Correspondence from Nith Valley EcoBoosters and residents regarding Region of Waterloo Official Plan (ROPA 6)
• By-law 2024-01 to appoint a Deputy Clerk (Kaitlin Bos)

Council referred the draft 2024 operating, utility, and capital budgets, as well as special event and facility subsidies, to the Finance & Budget Committee. The board also directed staff to study road safety strategies and develop options for the Prime Ministers Path Statues.

• Referred Draft 2024 Operating, Utility and Capital Budgets to Finance & Budget Committee (Unanimous)
• Referred Special Event and Facility Subsidies, including the Wilmot Aquatic Aces, to Finance & Budget Committee (Unanimous)
• Approved By-Law 2024-01 to appoint a Deputy Clerk (Unanimous)
• Directed staff to report on a road safety and speed mitigation strategy during 2024 budget deliberations (Unanimous)
• Directed staff to provide options for a permanent plan for Prime Ministers Path Statues by February 26, 2024 (Unanimous)
• Approved adding two Level 3 EV chargers to the draft 2024 capital budget at an estimated $50,000 each (Unanimous)
• Received Nith River Promenade Project Completion report for information (Unanimous)