The Corporation of the Town of Grand Valley

Special Council Meeting Minutes

Tuesday, December 09, 2025 at 2:00 P.m. - 4:00 P.m.

Council Chambers, 5 Main Street North, Grand Valley

Council Present:

• Mayor Steve Soloman
• Deputy Mayor Philip Rentsch
• Councillor James Jonker
• Councillor Paul Latam

Council Absent:

• Councillor Lorne Dart

Staff Present:

• Meghan Townsend, Chief Administrative Officer/Clerk
• Steven Freitas, Director of Finance/Treasurer
• Matthew Bos, Director Public Works
• Mark Kluge, Manager of Planning
• James Allen, Recreation Facilities Manager
• Donna Tremblay, Deputy Clerk/Communications Coordinator

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1.

Call to Order and Roll Call

Mayor Soloman called the meeting to order at 3:03 p.m.

Mayor Soloman announced that the meeting is being live streamed and publicly broadcast with the recording of the meeting to be available on the Town's website.

• Resolution: 2025-12-45
  Moved by: J. Jonker
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council approves waving section 10.10(a) of the Town of Grand Valley's Procedure By-Law, 2024-10, as amended, to permit a member of council to participate electronically in more than four (4) Council meetings per year. 

  CARRIED
• Resolution: 2025-12-46
  Moved by: P. Rentsch
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council approves Councillor Paul Latam to participate electronically. 

  CARRIED

2.

Adoption of Agenda

• Resolution: 2025-12-47
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council adopts the Special Council Meeting agenda dated December 9, 2025 as circulated.

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

Members of Council are required to state any pecuniary interest in accordance with the Municipal Conflict of Interest Act.

No pecuniary interest was declared.

6.

Staff Reports

6.1

Southeast Sewage Pumping Station Project, 2025-221

Meghan Townsend, CAO/Clerk provided a summary of the report and sought direction regarding project tendering and financing. 

Council discussed the report.  Discussions included project costs, tendering, project funding from Development Charges and other financing resources.  

• A recorded vote was requested.

  Resolution: 2025-12-48
  Moved by: J. Jonker
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the Report – Southeast Sewage Pumping Station Project,

  AND FURTHER THAT Council authorizes the tender for this project and directs that expenses for the project that exceed developer agreement contributions be borrowed from Development Charges as needed.

  AND FURTHER THAT to direct staff to review and recommend re-payment terms to the DC reserve by the end of September, 2026.

  For (4)	S. Soloman, P. Rentsch, J. Jonker, and P. Latam
  Absent (1)	L. Dart

  CARRIED (4 to 0)

6.2

DRAFT 2026 Capital Budget, 2025-224

Steven Freitas, Director of Finance Treasurer provided introductory remarks regarding the 2026 Capital Budget.

Council discussed the capital budget items. Discussions included the following:  

2026 Capital Budget to include the following: 

• Administration - Hybrid Meeting Project
• Administration - Gateway Signage 
• Gravel Roads - Gravel
• Drinking Water System- Various Drinking Water System Replacements
• Bridges - Bridge 5 rehabilitation
• Public Works- Citywide Workflow and Road Patrol Software
• Public Works - Pressure washer
•  Roads projects including: 
  • Mill Street W. from Leeson Street S to Emma Street S road resurfacing and catchbasins
  • Leeson Street South from Mill Street W to William Street road resurfacing and catchbasins
  • Leeson Street South from Mill W to N of Feed Mill road resurfacing and catchbasins
  • Leeson Street South complete sidewalk replacement from Mill Steet W to William Street
• Wastewater & Inflow and Infiltration - Sewage Plant & Emma Street Pumping Station - OCWA Budget Estimate

Removal of Capital Budget Items including: 

• Parks and Recreation - Community Centre - Expansion Project - balance of project costs not spent
• Parks and Recreation - dog park 
• Roads - Mill Street E at Pondsford Street Phase 1 - Design and Tender Prep and Construction
• Roads - Amaranth Street W from W of Taylor Drive to W of Beam Street road resurfacing 
• Roads - Melody Lane from Water Street to Leeson Street S road resurfacing, curbs and catchbasins
• Roads - King Street complete sidewalk replacement on east side 

Further items to be considered during Operating Budget: 

• Administration - Capital Reserve Funding - continuation as included in 2025 approved budget and additional
• Bridges - Bridge 7 Side Road 24-25 replacement
• Parks and Recreation - Pick Up Truck - New Acquisition. Council discussed acquisition of a new vehicle for the Director of Public Works and repurposing of this vehicle to parks and recreation with staff to provide options for future consideration
• Parks and Recreation - Trees
• Parks and Recreation - Parking lot, washrooms and gazebo building
• Public Works - Gravel retriever and broom attachments, roof screws, lights, overhead door and concrete floor repair 
• Public Works - Equipment replacement reserve
• Wastewater Inflow and Infiltration - Riverhill Road I&I Project - Phase 4 (Luther Road, Mary Court and Joyce Court)

Additional requests: 

• Cemetery - Signage to be funded through cemetery revenues
• Roads - Hill Town Drive - Road Reconstruction to be funded by special levy

Deputy Mayor Rentsch left the meeting at 4:35 p.m.

• Resolution: 2025-12-49
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the Report – DRAFT 2026 Capital Budget;

  AND FURTHER THAT Council provides direction to staff on which capital projects are approved to proceed in 2026 being:

  • Roads reconstruction and catch basins as discussed up to $545,000;
  • Gravel road maintenance at $25,000;
  • Drinking water system capital;
  • Hill Town Drive capital;
  • Wastewater Capital from OCWA; 
  • North shop pressure washer at $8,500;
  • Bridge 5 Rehabilitation at $370,000;

  and bring back the other projects discussed with the 2026 operating budget.

  AND FURTHER THAT Council directs staff to add any projects which are not approved to proceed in 2026 to the Town’s “Unfunded Capital” list for future year’s consideration;

  AND FURTHER THAT the changes discussed in the meeting be made for the Operating Budget presentation on January 27, 2026.

  CARRIED

7.

Confirm Proceedings

8.

Adjournment

• Resolution: 2025-12-51
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT we do now adjourn this Special Council Meeting at 6:00 p.m. 

  CARRIED