The Corporation of the Town of Grand Valley

Special Council Meeting Minutes

Tuesday, October 22, 2024 at 1:00 P.m. - 3:00 P.m.

Council Chambers, 5 Main Street North, Grand Valley

Council Present:

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

Council Absent:

• Councillor Lorne Dart
• 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
• 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 1:00 p.m.

Councillor Paul Latam and Councillor Lorne Dart provided regrets.

The meeting was livestreamed and recorded. 

2.

Adoption of Agenda

• Resolution: 2024-10-47
  Moved by: P. Rentsch
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council adopts the Special Council Agenda - 2025 Budget dated October 22, 2024 as circulated.

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

No pecuniary interest was declared.

4.

2025 Budget Discussion

4.1

Report - Preliminary 2025 Budget Discussions, 2024-082

Meghan Townsend, CAO/Clerk provided opening remarks.  She summarized the Preliminary 2025 Budget Report and sought input from Council on the addition of projects for the 2025 Budget. 

Council discussed and requested the following projects be included: 

• Councillor conference/training budgeted amount. Staff to review.
• Municipal insurance - confirmation of rating area. Staff to review.
• Walkway - along forested area beginning at Melody Street.
• Amaranth road reconstruction/resurfacing.
• Mill Street.  Staff to follow up and advise.
• Medical Dental Building.  Staff will include.

CAO Townsend summarized the 2025 capital projects reviewed with the Town's engineers and itemized the 2025 capital project loan and reserve re-payments.

CAO Townsend requested Council's input on items and format for the Public Budget Meeting  

Council requested the following: 

• Rationale/information on how road projects are considered.
• Open house format with displays, no formal presentations from Council or Staff. 

Steven Freitas, Director of Finance/Treasurer, advised staff would be reviewing the following for the 2025 Budget: 

• Fees and Charges updates; 
• Town investments;
• Recommendations in core and non-core asset management plans;
• Recommendations in building condition assessments; and   
• Revenue and Reserve Funds

• Resolution: 2024-10-48
  Moved by: P. Rentsch
  Seconded by: J. Jonker

  BET IT RESOLVED THAT Council receive Report – Preliminary 2025 Budget Discussion;

  AND FURTHER THAT Council directs staff to prepare for the November 27, 2024 Town Hall meeting and include in its agenda the items discussed, and authorizes the expenditures necessary for the Town Hall to be paid from the Council Seminars and Workshops budget.

  CARRIED

5.

Closed Session (if required)

There was no closed meeting.

6.

Closed Meeting Summary

There was no closed summary.

7.

Confirm Proceedings

7.1

2024-XXX- Being a By-Law to Confirm the Proceedings of Council of the Corporation of the Town of Grand Valley at it Special Meeting - 2025 Capital Budget held on October 22, 2024.

• Resolution: 2024-10-49
  Moved by: J. Jonker
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Special Council Meeting held on October 22, 2024 and that it be given the necessary readings and be passed and numbered as By-Law 2024-45.  

  CARRIED

8.

Adjournment

• Resolution: 2024-10-50
  Moved by: P. Rentsch
  Seconded by: J. Jonker

  BE IT RESOLVED THAT we do now adjourn this meeting of Council at 2:00 p.m. to meet again for a Regular Meeting on November 12, 2024 at 6:00 p.m. or at the call of the Mayor. 

  CARRIED