The Corporation of the Town of Grand Valley

Council Meeting Minutes

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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

1.
Call to Order and Roll Call

 

Mayor Soloman attended the meeting virtually. 

Deputy Mayor Rentsch assumed the Chair and called the meeting to order at 6:02 p.m.

Deputy Mayor Rentsch 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.

Meghan Townsend, CAO/Clerk conducted a roll call. 

2.
Adoption of Agenda

 
  • Resolution:2025-04-01
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council adopts the Regular Council Meeting agenda dated Tuesday, April 8, 2025 as circulated.

    CARRIED

3.
Disclosure of Pecuniary Interest and the General Nature Thereof

 

No pecuniary interest was declared.

4.
Closed Meeting - 6:05 p.m.

 
  • Resolution:2025-04-02
    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)(e) litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board - Confidential Report - Claim for Losses, Grand Valley and District Fire Department and Dental Office Vacancy.  

    CARRIED

  • The following items were discussed: 

4.1
Call to Order

 

4.2
Adoption of Agenda

 

4.3
Disclosure of Pecuniary Interest and the General Nature Thereof

 

4.4
Closed Minutes

 

4.4.1
March 25, 2025 - Closed Meeting Minutes

 

4.5
Items for Discussion

 

4.5.1
Confidential Report - Claim for Losses, Grand Valley and District Fire Department, 2025-061

 

4.5.2
Dental Office Vacancy - Confidential Verbal Update

 

5.
Open Meeting - 6:30 p.m.

 

Council recessed its open meeting at 6:04 p.m. and resumed into open session at 6:30 p.m.

6.
Rise and Report

 

Council reported on its closed meeting discussions as follows: 

  • Resolution:2025-04-03
    Moved by:J. Jonker
    Seconded by:S. Soloman

    BE IT RESOLVED THAT Council approves the Closed Meeting Minutes of March 25, 2025. 

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

    THAT Council receives the Confidential Report from the CAO/Clerk for the Town of Grand Valley regarding the Claim for Losses, Grand Valley and District Fire Department

    AND THAT Council approves the settlement recommended in the memo,

    AND THAT Council agrees to the terms proposed for the division of funds received through the settlement,

    AND THAT Council directs staff to notify the other municipality of this resolution and asks the CAO/Clerk for Grand Valley to advise Council of next steps once they are received from legal.

    CARRIED
  • Resolution:2025-04-05
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives the Dental Office Vacancy, Confidential Verbal Update from Meghan Townsend, CAO/Clerk 

    AND FURTHER THAT Council directs the CAO to proceed as discussed. 

    CARRIED

7.
Approval of Previous Minutes

 
  • Resolution:2025-04-06
    Moved by:L. Dart
    Seconded by:P. Latam

    BE IT RESOLVED THAT the minutes of the March 25, 2025, Regular Council Meeting be approved as circulated.

    CARRIED

8.
Announcements

 

There were no announcements.

9.
Deputations/Presentations

 

There were no deputations or presentations.

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
Firefighter Recruitment, 2025-063

This item has attachments. 
1.Firefighter Recruitment - 2025-063.pdf
2.Attachment 1 - Training Officer Firefighter Job Description.pdf
3.Attachment 2 - Administration Firefighter Job Description.pdf
4.Attachment 3 - Public Education and Prevention Firefighter Job Description.pdf

Meghan Townsend, CAO/Clerk presented the report. 

Council discussed the report. Council discussions included hiring need and urgency, discussions at the Fire Board regarding hirings and the request to the Town for hiring assistance and costs. Staff advise the positions were recommended in the Fire Master Plan with the Town requested to assist with hiring due to a possible Fire Board dissolution and the positions requirement for OMERS benefits. 

Council discussed steps before position hirings include preparation of a Memorandum of Understanding to ensure all Board Member municipalities are in agreement with funding for the positions and previous direction for a Council Report on the dissolution of the Fire Board.  

Councillor Latam, Chair of the Grand Valley and District Fire Board, advised Board discussions regarding hours of work were 37.5 hours and requested the amount of 40 hours in the job descriptions be revised and whether the positions would be added to the Town's pay grid. Staff advised the hours of work would be revised to 37.5 and the position pay grade was to be evaluated and would be added to the Town's pay grid.

  • A recorded vote was requested.  

    Resolution:2025-04-07
    Moved by:L. Dart
    Seconded by:S. Soloman

    BE IT RESOLVED THAT Council receives the Report – Fire Fighter Recruitment

    AND THAT Council directs the CAO to start the recruitment of the following positions:

    • Fire Training Officer/Firefighter
    • Fire Department Administrator/Firefighter
    • Fire Department Public Educator/Inspector/Firefighter

    AND THAT Council authorizes the CAO to obtain assistance from Ward & Uptigrove for the recruitment process.

    For (2)P. Rentsch, and L. Dart
    Against (3)S. Soloman, J. Jonker, and P. Latam
    DEFEATED (2 to 3)

12.1.2
CAO Progress Update, 2025-062

This item has attachments. 
1.CAO Progress Update - April 2025 - 2025-062.pdf

CAO Townsend presented the report. She advised recent weather emergencies have delayed the flooding debrief meeting which has been rescheduled to mid-April and that a letter would be prepared and provided to the Grand Valley Library Board which outlined Council's direction on a recommended site location for the library's expansion.

  • Resolution:2025-04-08
    Moved by:S. Soloman
    Seconded by:J. Jonker

    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 – April 2025, 2025-060

This item has attachments. 
1.Public Works update report - 2025-060.pdf

Matthew Bos, Director of Public Works, presented his report. He summarized the Town's recent flooding and clean-up activities, advised street sweeping and maintenance grave work would commence the week of April 14th and provided a summary of renovation works at the Public Work's North Shop . 

Council discussed the report. Discussions included road closure signage used during the flooding , flood waters affect on the sewage pumping station and timing of maintenance gravel work.

  • Resolution:2025-04-09
    Moved by:P. Latam
    Seconded by:L. Dart

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

    CARRIED

12.3
Manager of Planning

 

12.3.1
Monthly Planning Update Report – April 2025, 2025-058

This item has attachments. 
1.April 2025 Planning Report - 2025-058.pdf

Mark Kluge, Manager of Planning presented his report. He advised a Public Meeting is scheduled for May 13th for the approval of the draft Official Plan and Zoning By-Law and outlined the County's approval process following Council's approval of the Official Plan. Mr. Kluge advised a Decision Report regarding the 50 Emma Street Zoning application was scheduled for the April 22nd Council meeting. 

Council discussed the report. Discussions included the effects on the Town's Draft Official Plan in relation to changes to Dufferin County's OPA 5 relating to Ministry of Finance's population numbers for Dufferin County and a status update of the Golden Homes application. Mr. Kluge advised the Town is proceeding with its process for Council's approval of the draft Official Plan and would receive direction from any changes to the County's OPA 5 that would affect the Town's Official Plan.  Mr. Kluge advised a meeting has been scheduled with Golden Homes and their planner to discuss requirements for a new development application.

  • Resolution:2025-04-10
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Council receives Report PLN 2025-58 – April 2025 Planning Update, for information purposes.

    CARRIED

12.4
Director of Finance/Treasurer

 

There were no reports.

12.5
By-Law and Property Standards Enforcement

 

There were no reports.

12.6
Parks and Recreation

 

There were no reports. 

Council requested an update on details of the grand opening for the Concession 2/3 ball diamonds. CAO Townsend advised details would be provided in a report at the next meeting.  

13.
Public Meeting

 

There were no public meetings.

14.
Pending Items

 

There were no pending items.

15.
Correspondence

 

Council discussed the correspondence. 

  • Resolution:2025-04-11
    Moved by:S. Soloman
    Seconded by:L. Dart

    BE IT RESOLVED THAT Council receives the correspondence listed on the Tuesday, April 8, 2025, Council Agenda. 

    CARRIED

16.
County Council Report

 

Deputy Mayor Rentsch provided an update advising County Council's next meeting is scheduled for Thursday, April 10th and their will be a presentation from the Dufferin Grey Pasture Committee regarding the lands at East Luther Townline.  

16.1
County of Dufferin - Development Summit - Joint Council Meeting - June 12, 2025

This item has attachments. 
1.Dufferin County - Invitation - Development Summit - Joint Council Meeting - June 12, 2025.pdf

Council discussed the correspondence and Deputy Mayor Rentsch provided information County Council members received in an email regarding the June 12th Joint Council Meeting.  CAO Townsend advised the June 12th Joint Council Meeting is to be discussed at an upcoming Dufferin CAO Meeting.

  • Resolution:2025-04-12
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives the correspondence from the County of Dufferin regarding the Development Summit - Joint Council meeting - June 12, 2025. 

    CARRIED

17.
Council Updates

 

Councillor Dart provided an updated regarding the Grand Valley BIA's  AGM on April 1st advising the Board and Membership approved the 2025 Budget and discussed upcoming BIA events including Hop on Main and the Canada Day Car Show and Fireworks. 

18.
Boards and Committees

 

18.1
Board Minutes

 
  • Resolution:2025-04-13
    Moved by:J. Jonker
    Seconded by:S. Soloman

    BE IT RESOLVED THAT Council receives the Board and Committee Minutes listed on the Tuesday, April 8, 2025, Council Agenda. 

    CARRIED

18.2
Board Recommendations

 

18.2.1
Grand Valley Business Improvement Area Board - 2025 Budget

This item has attachments. 
1.BIA Letter to Council re 2025 Budget.pdf
2.2025 BIA APPROVED BUDGET.pdf
  • Resolution:2025-04-14
    Moved by:L. Dart
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives the Grand Valley Business Improvement Area (BIA) Board and Membership resolution and 2025 BIA Budget; 

    AND FURTHER THAT Council approves the 2025 BIA Budget as presented. 

    AND FURTHER THAT Council directs staff to provide a copy of this resolution to the BIA Board; 

    CARRIED

19.
New Business

 

Sewer System - Water Infiltration

Council Latam provided comments on the motion.

  • Resolution:2025-04-15
    Moved by:P. Latam
    Seconded by:J. Jonker

    WHEREAS there is water infiltrating the sewer system; 

    WHEREAS Burnside notified Council on/or about a year ago; 

    BE IT RESOLVED THAT Council requests Burnside to attend Council to update Council on allocation and a fix to the sewer by end of May 2025.

    CARRIED

20.
Notice of Motion

 

There were no notices of motion.

21.
By-laws

 

There were no by-laws.

22.
Confirm Proceedings

 
  • Resolution:2025-04-16
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Regular Council Meeting held on Tuesday, April 8, 2025 and that it be given the necessary readings and be passed and numbered as By-Law 2025-25.  

    CARRIED

23.
Adjournment

 
  • Resolution:2025-04-17
    Moved by:L. Dart
    Seconded by:J. Jonker

    BE IT RESOLVED THAT we do now adjourn this Regular Council Meeting at 8:00 p.m. to meet again for a Regular Council Meeting on April 22, 2025 at 10:00 a.m. or at the call of the Mayor. 

    CARRIED
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