The Corporation of the Town of Grand Valley

Council Meeting Minutes

Tuesday, June 10, 2025 at 6:00 P.m. - 9:00 P.m.

Council Chambers, 5 Main Street North, Grand Valley

Council Present:

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

Staff Present:

• Meghan Townsend, Chief Administrative Officer/Clerk
• Matthew Bos, Director Public Works
• Steven Freitas, Director of Finance/Treasurer
• Mark Kluge, Town Planner
• 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 6:00 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.

2.

Adoption of Agenda

• Resolution: 2025-06-01
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council adopts the Regular Council Meeting agenda and any addendums dated Tuesday, June 10, 2025 as circulated.

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

No pecuniary interest was declared.

4.

Closed Meeting - 6:00 p.m.

• Resolution: 2025-06-02
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council resolve itself into a meeting that is closed to the public at 6:04 p.m. pursuant to the Municipal Act, 2001, under the provisions of Section 239(2)(d)(e) and (f) litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board and advice that is subject to solicitor-client privilege, including communications necessary for that purpose and labour relations or employee negotiations.  
• The following items were discussed:

4.1

Call to Order

4.2

Disclosure of Pecuniary Interest and General Nature Thereof

4.3

Closed Minutes

4.4

Items for Discussion

4.4.1

Update on Various Legal Matters, 2025-098

4.4.2

Confidential Report - Requests for Human Resources Policy Changes, 2025-105, 2025-105

5.

Open Meeting - 6:30 p.m.

Mayor Soloman called open meeting to order at 6:50 p.m.

6.

Rise and Report

Council rose from its closed meeting at 6:49 p.m. to rise and report into open session as follows: 

• Resolution: 2025-06-04
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT the minutes of the April 22, 2025 Closed Council Meeting be approved as circulated.

  CARRIED
• Resolution: 2025-06-05
  Moved by: J. Jonker
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the confidential report - Update on Various Legal matters;  

  CARRIED
• Resolution: 2025-06-06
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the Confidential Report - Request for HR Policy Changes, 

  AND FURTHER THAT Council directs staff to proceed as directed. 

  CARRIED

7.

Approval of Previous Minutes

• Resolution: 2025-06-07
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT the minutes of the May 27, 2025 Regular Council Meeting be approved as circulated/amended.

  CARRIED

8.

Announcements

There were no announcements.

9.

Deputations/Presentations

9.1

6:35 p.m. Orangeville Hydro Annual Shareholder's Report

• Resolution: 2025-06-08
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT leave be given to Rob Koekkoek, P. Eng. President and CEO, and Amy Long, CPA, CGA, Chief Financial Officerand Gia DeJulio, Board Chair, Orangeville Hydro Limited, to address Council.

  CARRIED

9.1.1

Presentation - Amy Long, CPA, CGA, Chief Financial Officer and Rob Koekkoek, P.Eng, President, Orangeville Hydro Limited

Gia DeJulio, Board Chair, Orangeville Hydro Limited appeared before Council to provide opening remarks regarding the 2024 successes of the Orangeville Hydro Limited.

Rob Koekkoek, CEO/President and Amy Long, Chief Financial Officer for Orangeville Hydro Limited appeared before Council to present the Orangeville Hydro 2004 Annual Report. The presentation included a summary of 2024 activities, capital projects, dividend payments, 2024 rate application, distribution of revenues, operating and capital expenses and financial statistics. 

9.1.2

Orangeville Hydro Shareholder Meeting Package

• Resolution: 2025-06-09
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the presentation from Rob Koekkoek, CEO/President, Amy Long, Chief Financial Officer and Gia DeJulio, Board Chair of Orangeville Hydro.

  AND FURTHER THAT the Orangeville Hydro 2024 Annual Report be received;

  AND FURTHER THAT Council approves the proposed resolutions listed in the Orangeville Hydro Limited Agenda for the Annual Shareholders’ Meeting scheduled for June 19, 2025;

  AND FURTHER THAT Council appoints Steve Soloman as proxy, and Philip Rentsch as proxy in the absence of Steve Soloman, to attend and to vote for the Corporation of the Town of Grand Valley at the Annual Shareholders’ Meeting to be held on June 19, 2025 and at any adjournments thereof, revoking any proxy previously given;

  AND FURTHER THAT Council direct such proxy to vote in favour of the proposed resolutions listed in the Orangeville Hydro Limited Agenda for the Annual Shareholders’ Meeting scheduled for June 19, 2025;

  AND FURTHER THAT the Mayor and Clerk be authorized to execute the Proxy Resolution for the Annual Shareholders’ Meeting of Orangeville Hydro Limited.

  CARRIED

10.

Public Questions

There were no public questions.

11.

Unfinished Business

There was no unfinished business.

12.

Staff Reports

12.1

CAO/Clerk 

12.1.1

Grand Valley Public Library Land Decision, 2025-093

Meghan Townsend, CAO/Clerk presented the report.

Joanne Stevenson, Grand Valley Library, CEO was in attendance to address Council questions.

• Resolution: 2025-06-12
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the Report – Grand Valley Public Library land decision,

  AND FURTHER THAT Council authorizes the use of Development Charges funding to pay for a viability development plan and asks the Board to prepare a scope of work for consultant assistance with this plan so that an RFP can be issued when they are ready to proceed with next steps including Town considerations.

  CARRIED

12.1.2

2025 CAO Performance Review Format, 2025-106

• Resolution: 2025-06-13
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the Report – 2025 CAO Performance Review format

  AND FURTHER THAT Council directs the CAO to arrange for a 360 review from the Town's HR consultants to include 3 to 4 employee interviews, 1 to 2 meetings with Council and individual Council feedback.

  CARRIED

12.1.3

Highland Health Network Use of Space at Medical Dental Centre, 2025-103

• Resolution: 2025-06-14
  Moved by: P. Rentsch
  Seconded by: L. Dart

  WHEREAS the Town of Grand Valley wishes to have the provision of medical services in this community 

  AND WHEREAS the Town wishes to lease its commercial building

  BE IT RESOLVED THAT Council receives the Report – Highland Health Network Use of Space at Medical Dental Centre,

  AND FURTHER THAT Council agrees to hold off on securing a lease for the lower level to give Highland Health Network the time requested to finalize plans for expanded medical services in our community, if they provide an update at the September 9, 2025 Council meeting. 

  AND FURTHER THAT Council directs the CAO to secure a lease agreement for the upper level by the end of June 2025. 

  AND FURTHER THAT if Highland Health Network has concerns with the lease, they are encouraged to delegate to Council at their earliest convenience. 

  CARRIED

12.1.4

Firefighter Recruitment, 2025-104

• Resolution: 2025-06-15
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the Memo Firefighter Recruitment dated June 10, 2025. 

  CARRIED

12.1.5

CAO Progress Update, 2025-095

Meghan Townsend, CAO/Clerk provided a verbal update advising the contract with Hydro One for the Southeast sewage pumping station electrical infrastructure is to be finalized this week.

• Resolution: 2025-06-16
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the Report – CAO Progress update for information purposes.

  CARRIED

12.2

Director of Public Works

12.2.1

Public Works Update Report – May 2025, 2025-100

• Resolution: 2025-06-17
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the Public Works Update Report May 2025 for information purposes.

  CARRIED

12.3

Manager of Planning

12.3.1

Planning Update Report – June 2025, 2025-090

Mark Kluge, Manager of Planning presented the report. Council requested the Manager of Planning circulate to Council the municipal approval for the former Sime Funeral Home renovation project for their information. Staff advised a copy of the municipal approval would be circulated to Council. 

• Resolution: 2025-06-18
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives Report PLN 2025-090 – Monthly Planning Update Report - June 2025, for information purposes.

  CARRIED

12.3.2

Draft Plan Approval Extension Request Grand Valley Business Park (Thomasfield) File 22T-202201, 2025-099

Mark Kluge, Manager of Planning, provided a summary of the draft plan of approval extension request received from Thomasfield Homes for the Grand Valley Business Park. 

• Resolution: 2025-06-11
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Report No. PLN2025-099 Draft Plan Approval Extension Request, Grand Valley Business Park (Thomasfield) File 22T-202201 be received;

  AND FURTHER THAT Council approves the extension of Draft Plan Approval for the Grand Valley Business Park (Thomasfield) File 22T-202201, for four years to September 27, 2029.

  CARRIED

12.3.2.1

Delegation - Katherine McLaughlin, Thomasfield Homes

Katherine McLaughlin, appeared on behalf of Thomasfield Homes. Ms. McLaughlin appeared before Council to address questions regarding Thomasfield's draft plan approval extension request. 

• Resolution: 2025-06-10
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT leave be given to Katherine McLaughlin, to address Council.

  CARRIED

13.

Public Meeting

There were no public meetings.

14.

Pending Items

14.1

Update – Wastewater Flows, 2025-102

A video update was provided of a recent leak discovered during the Town's engineering investigation.

• Resolution: 2025-06-19
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council receives the Memo - Update - Wastewater Flows dated June 10, 2025. 

  CARRIED

15.

Correspondence

• Resolution: 2025-06-23
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the correspondence listed on the Tuesday, June 10, 2025, Council Agenda. 

  CARRIED

15.1

Grand Valley Public Library - Valuing Ontario Library Toolkit Report

• Resolution: 2025-06-20
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the Grand Valley Public Library Board Report - Valuing the Grand Valley Public Library dated May 1, 2025.

  CARRIED

15.2

Dufferin Food Share-Grand Valley - Lease Agreement - 27 Main Street North, Grand Valley dated May 29, 2025

• Resolution: 2025-06-21
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the correspondence from Dufferin Food Share-Grand Valley dated May 29, 2025; 

  AND FURTHER THAT staff request from Dufferin Food Shared a dollar amount. 

  CARRIED

15.3

Youth Unlimited YFC Highlands - Request to Renew Lease Agreement - 23 Mill Street West dated June 3, 2025

• Resolution: 2025-06-22
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the correspondence from the Youth Unlimited (YFC Highlands) dated June 3, 2025; 

  AND FURTHER THAT Council requests they attend Council for their annual report.

  CARRIED

16.

County Council Report

Mayor Soloman advised there will be a Joint Dufferin County Municipality meeting on June 12, 2025 at 6:00 p.m. at Monora Park.   

17.

Council Updates

Mayor Soloman's update included his attendance at the May 31st, 40th Anniversary Commemorative Event of the Grand Valley Tornado, a meeting on June 6th with Elected Chief Sherri Hill of the Six Nations of the Grand, her staff and Dufferin County Warden Horner, the June 9th Community Centre Board meeting and he will be attending the Grand Opening Ceremony of the Concession 2/3 ball diamonds on Saturday, June 14th. 

Councillor Latam's update included the Purolator Red Bag Food Collection Program bag pickup on Sunday, June 15th, his attendance at the Fire Board meeting on June 4th and he will be attending the June 25th Fire Board meeting where they will discuss policies.   

Councillor Dart's update included his attendance at the June 3rd BIA Board meeting where they discussed Canada Day event planning. He advised the BIA will be meeting again on June 17th to finalize the plans for the Canada Day Car Show and Fireworks events.

18.

Boards and Committees

18.1

Board Minutes

• Resolution: 2025-06-24
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the Board and Committee Minutes listed on the Tuesday, June 10, 2025, Council Agenda. 

  CARRIED

19.

New Business

There was no new business.

20.

Notice of Motion

There were no notices of motion.

21.

Motions - Notice Provided

21.1

Councillor Latam - Community Input - Council Remuneration, benefits and Meeting Times

Councillor Latam presented the Motion for Council discussion. 

• Resolution: 2025-06-25
  Moved by: P. Latam
  Seconded by: L. Dart

  WHEREAS Council had the Mayor and Deputy Mayor positions acclaimed in the last election and a total of 4 people running for 3 Councillors positions

  WHEREAS Compensation, benefits and meeting times can potentially have an impact on the participation from the community to run for council positions

  WHEREAS the Mayor, Deputy Mayor and Councillors should be compensated fairly and equitably for the time put into their respective positions when serving on Council

  WHEREAS Council positions in Grand Valley are not full-time positions and therefore meeting times and what day meetings are held should be considered

  THEREFORE BE IT RESOLVED THAT a Citizen Committee for Council Compensation be established to act as an independent body charged with reviewing and bringing forward recommended changes on renumeration, benefits and expenses for Members of Council as well as any other additional policies for the offices of Mayor and Council.

  AND FURTHER THAT the following be used as a framework:

  • Review the matter of compensation as it relates to public office by meeting with each current Member of Council
  • Review the compensation package supported by market data and comparable municipalities in terms of scope, size and nature of work
  • Review the functions and responsibilities of Mayor and Council, the level of community engagement and time commitment required of individuals holding municipal office, including, but not limited to meetings, events, preparation time, and communication with the public.
  • Review meeting times and what day of the week council meetings are held to ensure public accessibility, member attendance and lack of hinderance for those balancing full-time jobs and serving on council.
  • Oversee preparation and presentation of a final report and recommendations to Council for approval

  AND FURTHER THAT the Committee seek public input on these topics through surveys or open houses as well as Council input to

  AND FURTHER THAT the term of the Committee starts August 2025, with a minimum of 3 meetings and will attempt to present the report to council no later than December 2025

  AND FURTHER THAT Council directs staff to present a report on the potential means to execute this project. 

  CARRIED

21.2

Councillor Latam - Request for Pre-Qualification (RFPQ) - Roster of Prequalified Engineering Consultants

Councillor Latam presented the motion for discussion.

• Resolution: 2025-06-26
  Moved by: P. Latam
  Seconded by: J. Jonker

  WHEREAS the Town of Grand Valley contracts the vast majority of its engineering to a single engineering firm

  WHEREAS Grand Valley is growing and has many future projects where it will need engineering services from engineering firms

  WHEREAS it is prudent to have a list of qualified engineers to obtain quotes on costing for projects happening within Grand Valley in an effort to be fiscally responsible to the residents

  THEREFORE BE IT RESOLVED THAT staff to do a request for prequalification (RFPQ) to develop a roster of prequalified engineering consultants that the Town can use from time to time as needed on its various projects.

  CARRIED

22.

By-laws

Steven Freitas, Director of Finance/Treasurer provided comments regarding the tax by-law's day of default and tax payment paragraphs.

• Resolution: 2025-06-27
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT leave be given to introduce the by-law listed on the Tuesday, June 10, 2025 agenda as item 22.1 and that the By-law be given the necessary reading and passed and numbered as By-law 2025-35.

  CARRIED

23.

Confirm Proceedings

• Resolution: 2025-06-28
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Regular Council Meeting held on Tuesday, June 10, 2025 and that it be given the necessary readings and be passed and numbered as By-Law 2025-36.  

  CARRIED

24.

Adjournment

• Resolution: 2025-06-29
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT we do now adjourn this Regular Council Meeting at 9:40 p.m. to meet again for a Regular Council Meeting on June 24, 2025 at 10:00 a.m. or at the call of the Mayor. 

  CARRIED