The Corporation of the Town of Grand Valley

Council Meeting Minutes

Tuesday, November 12, 2024 at 6:00 P.m. - 10:00 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 6:03 p.m.
Meghan Townsend, CAO/Clerk conducted a roll call.
Councillor Paul Latam attended the meeting virtually.

2.

Adoption of Agenda

• Resolution: 2024-11-01
  Moved by: J. Jonker
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council adopts the agenda and any addendums dated Tuesday, November 12, 2024 as circulated.

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

No pecuniary interest was declared.

4.

Open Session

Council resumed into open session at 7:20 p.m.to rise and report into open session. See Closed Meeting Summary, item 21.

5.

Approval of Previous Minutes

5.1

October 22, 2024 Council Minutes

5.2

October 22, 2024 - Special Council - 2025 Budget Minutes

• Resolution: 2024-11-04
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT the minutes of the October 22, 2024 Regular Council and Special Council Meetings be approved as circulated.

  CARRIED

6.

Announcements

6.1

Proclamation - International Day for the Elimination of Violence Against Women - November 25, 2024

Mayor Soloman read the proclamation declaring November 25, 2024 as the International Day for the Elimination of Violence Against Women and urged all citizens to recognize this day by taking action to support survivors and becoming part of Ontario wide efforts to end gender-based violence.

7.

Deputations/Presentations

There were no deputations or presentations.

8.

Public Questions

8.1

Pedestrian Crossing Zone - Nikki-Lynn Henderson

Mayor Soloman introduced the public question.

Council discussed the public question.

• Resolution: 2024-11-05
  Moved by: J. Jonker
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the Pedestrian Cross Zone Public Question from Nikki-Lynn Henderson; 

  AND FURTHER THAT Council directs Public Works to install appropriate signage; 

  AND FURTHER THAT staff be directed to request Burnside include this area and concern in their scope of work for the subdivision surrounding the area.

  CARRIED

9.

Unfinished Business

There was no unfinished business.

10.

Staff Reports

10.1

CAO/Clerk 

10.1.1

Council Memo - Temporary Placement of Sea Container, 2024-093

Meghan Townsend presented the Memo advising that she has provided approval for the temporary placement of the sea container due to the urgent nature of the request.

Council discussed the Council Memo.

• Resolution: 2024-11-06
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the Council Memo Temporary Placement of Sea Container, 2024-093.

  CARRIED

10.1.2

Report - 2024-2025 Snow Clearing Memorandum Of Understanding with Thomasfield Homes, 2024-095

Meghan Townsend presented the Report and inquired as to the approval of future snow removal agreements by Council.

Council discussed the report and requested future snow removal agreements be presented to Council for approval.

• Resolution: 2024-11-07
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives Report – 2024-2025 Snow Clearing MOU with Thomasfield Homes,

  AND FURTHER THAT Council authorizes the Mayor and Clerk to sign the Memorandum of Understanding for snow clearing as attached to this report and directs staff to prepare and present the necessary by-law for passing.

  CARRIED

10.1.3

Report - CAO Progress Update - November 2024 , 2024-079

Meghan Townsend, CAO/Clerk presented the CAO Update Report.  She provided a verbal update on signage installation for the Automated Speed Enforcement pilot program and a draft of the Grand Valley Fire Master plan was received and shared with Council.

She inquired as to the responsibilities of the new Municipal Services Committee and the Town's assumption of maintenance, contracts and tenant lease agreements for the Medical Dental building on January 1, 2025. 

Medical Dental Committee members confirmed the Municipal Services Board will be responsible for working with medical professionals on the delivery of services, with the Town assuming facility maintenance, contracts and tenant lease agreements commencing January 1, 2025.  

Council discussed the CAO Update report and inquired as to timing for the repair of the Melody Lane Grand Valley entrance sign and the execution of Automated Speed Enforcement agreements. Staff advised.

• Resolution: 2024-11-08
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the Report- CAO Progress Update for information purposes.

  CARRIED

10.2

Public Works Director

10.2.1

Report - Public Works Update, October 2024, 2024-092

Matthew Bos, Director of Public Works presented the Public Works Update Report. He provided a verbal update on the removal of the Leeson Street Speed cushions with next steps to include a survey of the area residents.

Council discussed the Report and inquired as whether signage for the Bridge 10 project included a completion date, the use of grading packers and tree clean-up along Concession 2/3.  Staff advised.

• Resolution: 2024-11-09
  Moved by: P. Rentsch
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council receives the Public Works Update Report, October, 2024 for information purposes.

  CARRIED

10.3

Planner

10.3.1

Decision Proposed Zoning By-Law Amendment Z05-2024, 25 McIntyre Lane, 2024-083

Mark Kluge, Town Planner, presented the Decision Report regarding the proposed Zoning By-Law Amendment for 25 McIntyre Lane including a summary of requested amendments.

Council discussed the contents of the report and raised questions regarding property drainage.  Staff advised Town engineers reviewed the application and provided the comments regarding drainage which were included in the report.

• Resolution: 2024-11-10
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Report Decision Proposed Zoning By-law Amendment Z05-2024, 25 McIntyre Lane, File No. PLN2024-083, dated November 12, 2024, be received;

  AND FURTHER THAT the application from the property owners of 25 McIntyre, for a Zoning By-law Amendment, to amend the current minimum requirements for setbacks from the rear and interior side yards for accessory structures from 1.5 m to 0.6m, as required in Zoning By-law 2009-10, as amended, for the lands municipally know as 25 McIntyre Lane, Roll 110879, as generally shown in Appendix 2: DRAFT Zoning By-law, be approved and the necessary By-law be adopted;

  AND FURTHER THAT Council directs staff to note in Roll File 110879 that the Town does not have liability for keeping the Rear Yard Catch Basin outlet clear on the subject property.

  CARRIED

10.3.2

Report - Monthly Planning Update - November 2024, 2024-084

Mark Kluge, Town Planner presented the report including verbal update on provision of the Brakke request.  

Council discussed the report and inquired as to the status of the Hill Town application and the letter received from Thomasfield Homes. Staff provided a summary of works to be completed for Hill Town and a summary of the Green Development Standards referred to in the Thomasfield correspondence.

• Resolution: 2024-11-11
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the November 2024 Planning Update Report, for information purposes.

  CARRIED

10.4

Parks and Recreation

10.4.1

Report - Orangeville Snowmobile Club Memorandum of Understanding, 2024-097

Meghan Townsend presented the report.  

Council discussed the report, requesting the agreement include a two-year renewal term, references to trail patrols or wardens and consideration be given to trail access for other motorized vehicles. Council discussed risks to the Town with CAO Townsend confirming there are additional risks to the Town with this use.

• Resolution: 2024-11-12
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives Report – Orangeville Snowmobile Club Memorandum of Understanding,

  AND FURTHER THAT Council authorizes the execution of the MOU with the addition of a 2 year term and directs staff to prepare and present the necessary by-law for passing.

  CARRIED

10.5

Treasurer

There were no reports presented.

10.6

By-Law Enforcement

There were no reports presented.

11.

Public Meeting

There was no public meeting.

12.

Pending Items

There were no pending items.

13.

Correspondence

13.1

Grand Valley Santa Claus Parade Committee

Council discussed the Grand Valley Santa Claus Parade Committee's requests.

13.1.1

Requests - Parade Road Closure, Public Works Assistance and Insurance 

13.1.2

Requests - Mayor and Public Works Parade Attendance

• Resolution: 202-11-13
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council receives the correspondences from the Grand Valley Santa Claus Parade Committee; 

  AND FURTHER THAT Council directs the Director of Public Works to schedule Town Staff to assist with traffic barriers and road closure signage and other parade activities as approved by the Director. 

  AND FURTHER THAT Council directs staff to request the Parade Committee obtain the necessary permit for a temporary road closure for special events. 

  AND FURTHER THAT Council directs staff to obtain the special events insurance coverage and provide a copy to the Parade Committee and Grand Valley Agriculture Society.

  AND FURTHER THAT Council directs staff to advise the Parade Committee that Mayor Soloman will participate in the event.

  CARRIED

13.2

Ontario Municipal Partnership Fund - Peter Bethlenfalvy, Minister of Finance 

13.3

Town of Mono

13.4

Rural Ontario Municipal Association (ROMA) 2025 Conference Delegation Submissions

Council discussed the ROMA delegation submission.

13.5

Association of Municipalities of Ontario (AMO) - Grand Valley Council Delegation - Correspondence received from Paul Calandra, Minister of Municipal Affairs and Housing

• Resolution: 2024-11-14
  Moved by: P. Latam
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives the correspondence listed on the Tuesday, November 12, 2024, Council Agenda.

  CARRIED

14.

Council Updates

Mayor Soloman provided an update on the Grand Valley Remembrance Day Ceremony and provided thanks the Committee and staff for participating and organizing the event. 

Mayor Soloman advised Sylvia Jones, Dufferin-Caledon, MPP would be attending a ribbon cutting ceremony on Friday, November 15th at 10 a.m. at the Grand Valley Community Center to celebrate the Town's receipt of Ontario Trillium Grant Funding for the multi-use pad.  

Councillor Jonker update included his attendance at the Enbridge Central Ontario Housing Summit in Hockley Valley on November 12th.

15.

County Council Report

Deputy Mayor Rentsch advised the next regular County Council Meeting will be held on Thursday, November 14th.  

16.

Boards and Committees

Grand Valley and District Community Centre Board

Council discussed the renovations to the Community Centre including costing and tendering of the project.  

16.1

Minutes

16.2

Recommendations

16.2.1

Grand River Conservation Authority (GRCA)

16.2.1.1

GRCA Correspondence 2025 Draft Budget for Consultation dated October 28, 2024

16.2.1.2

GRCA Report - GM-10-24-87 Budget 2025 - Draft # 1

16.2.1.3

GRCA Report - GM-10-24-88 - Budget 2025- Draft #1 - Municipal Apportionment

• Resolution: 2024-11-15
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the correspondence from Grand River Conservation Authority (GRCA) and draft 2025 Budget and Municipal Apportionment Reports; 

  AND FURTHER THAT Council directs staff to include Grand Valley's municipal apportionment amount of $39,251 in the Town's 2025 budget discussions; 

  CARRIED

17.

New Business

17.1

Town Year-End Lunch - Date and Location - Verbal Discussion

Meghan Townsend, CAO/Clerk, inquired as to Council's preferred date and location for the Town's year-end lunch. 

Council discussed a date and location confirming a lunch date of Wednesday, December 4th at 11:30 a.m. at the Grand Valley Chop House.

18.

Notice of Motion

There were no Notices of Motion.

19.

By-laws

19.1

2024-XX - Being a By-Law to amend By-Law 09-10, as amended, Zoning By-Law for the Town of Grand Valley to rezone lands from Village Residential Exception (RV-8) to Village Residential Exception (RV-18) - 25 McIntyre Lane   

19.2

2024-XXX - Being a By-Law to authorize the execution of a Memorandum of Understanding between Thomasfield Homes and the Town of Grand Valley for snow removal in Mayberry Hill Phase 3 Development

19.3

2024-XXX - Being a By-Law to authorize the execution of a Memorandum of Understanding between the Orangeville Snowmobile Club and the Town of Grand Valley for snowmobiling on the Upper Grand Trailway

• Resolution: 2024-11-16
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT leave be given to introduce the by-laws listed on the Tuesday, November 12, 2024 agenda as items 18.1 to 18.3 and that the By-laws be given the necessary readings and passed and numbered as By-laws 2024- 46, 2024-47 and 2024-48. 

  CARRIED

20.

Closed Session - 6:05 p.m.

• Resolution: 2024-11-02
  Moved by: L. Dart
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council resolve itself into a meeting that is closed to the public at 6:03 p.m. pursuant to the Municipal Act, under the provisions of Section 239(2)(b) and (d) personal matters about identifiable individuals, including municipal or local board employees and labour relations or employee negotiations. Human Resources Project 

  CARRIED

20.1

Call to Order

20.2

Disclosure of Pecuniary Interest and General Nature Thereof

20.3

Closed Meeting Minutes

20.3.1

October 8, 2024 - Closed Meeting Minutes

20.4

Human Resources Project

20.4.1

Closed Presentation - Erin Holls, Senior Associate, Pesce & Associates

21.

Closed Meeting Summary (Rise and Report)

• Resolution: 2024-11-03
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT the Minutes of the October 8, 2024 Closed Council Meeting be approved; 

  AND FURTHER THAT the confidential presentation from Erin Holls, Senior Associate, Pesce & Associates regarding personal matters about an identifiable individual, including municipal or local board employees and labour relations or employee negotiations be received; and staff proceed as directed. 

  CARRIED

22.

Confirm Proceedings

• Resolution: 2024-11-17
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Regular Council Meeting held on Tuesday, November 12, 2024 and that it be given the necessary readings and be passed and numbered as By-Law 2024-49.  

  CARRIED

22.1

2024-XXX - A By-Law to confirm the proceedings of Council of the Corporation of the Town of Grand Valley at its meeting held on November 12, 2024

23.

Adjournment

• Resolution: 2024-11-18
  Moved by: P. Latam
  Seconded by: L. Dart

  BE IT RESOLVED THAT we do now adjourn this meeting of Council at 8:45 p.m. to meet again for a Regular Meeting on November 26, 2024 at 10:00 a.m. or at the call of the Mayor. 

  CARRIED