The Corporation of the Town of Grand Valley

Special Council Meeting Minutes

Tuesday, August 12, 2025 at 6:00 P.m. - 7:00 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
• 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 6:01 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: 2025-08-01
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council adopts the Special Council Meeting agenda, any addendums and the addition of the deskside Memo relating to Report 2025-145 North Shop Designer dated August 12, 2025 as circulated.

  AND FURTHER THAT Council approves the addition of item in accordance with the section 6.3(1) of the Town's Procedure By-law as this time is of an urgent nature and requires Council consideration - Request from Grand Valley and District Firefighters Association - Annual Fire Hall Dance - Declaration of Municipal Significant Event

  CARRIED

3.

Disclosure of Pecuniary Interest and the General Nature Thereof

No pecuniary interest was declared.

4.

Staff Reports

4.1

North Shop Designer RFP, 2025-145

Meghan Townsend presented the report. Council discussed the scope of work and tender process. 

• Resolution: 2025-08-02
  Moved by: P. Latam
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council receives Report – North Shop Designer RFP and deskside Memo; 

  AND FURTHER THAT Council authorizes staff to issue an RFP as presented.

  CARRIED

4.2

Santa Claus Parade Committee, 2025-144

Meghan Townsend, CAO/Clerk provided a verbal update advising a further request has been received to chair or co-chair the Committee and there is interest within the community to continue the Santa Claus Parade Committee.

Mayor Solman thanked Violet Bromley for her years of service to the Santa Parade Committee.  

• Resolution: 2025-08-03
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT Council directs the CAO to ask the interested party to assume the role of Chair for the Santa Claus Parade Committee and to ask them to resume the work of the Committee in planning the annual parade and holiday events.

  CARRIED

4.3

Council Chambers Redesign, 2025-147

Meghan Townsend, CAO/Clerk presented the report.

Council discussed the proposed designs and requested staff include in a delegation podium, display screen and camera, a reduction of one microphone for two Councillors and to provide a full costing of the project to Council.

• Resolution: 2025-08-04
  Moved by: L. Dart
  Seconded by: P. Rentsch

  BE IT RESOLVED THAT Council receives the report Council Chamber Redesign

  AND FURTHER THAT Council approves the plans for new furniture, new sound system and other room renovations as presented and discussed within the budgeted allocation of $60,000.

  CARRIED

4.4

Medical Dental Centre Exterior Renovation Project, 2025-146

Meghan Townsend, CAO/Clerk presented the report.

Council discussed the proposed scope of work, project funding and requested the foundation monitoring be completed by the Town.

• Resolution: 2025-08-05
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Council receives the Report – Medical Dental Centre exterior renovation project; 

  AND FURTHER THAT Council directs staff to work with RJ Burnside to issue a Request for Tender for the work proposed in their memo dated August 5, 2025 as follows:

  • Concrete and grate work at rear entrance
  • Foundation gauges and monitoring to be completed in-house
  • Canopy installation over rear entrance
  CARRIED

4.5

Report – Ministry of Natural Resources – Sunday Gun Hunting, 2025-143

Meghan Townsend CAO/Clerk presented the report.

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

  BE IT RESOLVED THAT Council receives the Report – Ministry of Natural Resources – Sunday Gun Hunting – 2025-143;

  WHEREAS hunting in Ontario is regulated by the Ministry of Natural Resources (MNR); and

  WHEREAS it is the prerogative of individual Municipalities whether to permit Sunday gun hunting;

  NOW THEREFORE BE IT RESOLVED THAT Council directs staff to notify the Ministry of Natural Resources (Wildlife Section, Fish and Wildlife Policy Branch) (MNR) that the Town of Grand Valley supports Sunday gun hunting within the Town of Grand Valley in accordance with provincial legislation;

  AND FURTHER THAT Council directs staff to request the MNR to process a regulatory amendment to Ontario Regulation 663/98 under the Fish and Wildlife Conservation Act to include the Town of Grand Valley in the list of Municipalities that allow Sunday gun hunting in Ontario;

  AND FURTHER THAT Council directs staff to advise the applicable agencies of this resolution and confirm with the various conservation authorities, the County and any other public landowners that proper signage is in place to advise of hunting prohibitions.  

  CARRIED

4.6

Closure of File SPA01-2022 – 10 Watson Road Roll 106585, 2025-140

Meghan Townsend, CAO/Clerk presented the report. 

• Resolution: 2025-08-07
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT Report No. PLN2025-129 – Closure of File SPA01-2022 – 10 Watson Road Roll 106585 dated August 12, 2025 be received;

  AND FURTHER THAT File SPA01-2022 – 10 Watson Road Roll 106585 be closed;

  AND FURTHER THAT By-law 2023-06, being a By-law to authorize the Corporation of the Town of Grand Valley to enter into a Site Plan Agreement to permit the development of a warehouse be rescinded.

  CARRIED

4.7

Scoped Agricultural Policy Review Ontario Reg. 41- 42 GRCA, 2025-142

Meghan Townsend, CAO/Clerk presented the Memo.

Council discussed the scoped agricultural policy review and provided comments which included concerns that the GRCA would accept applications for agricultural buildings to be constructed within flood plains, as Town applications requesting construction of buildings within the flood plain or flood fringe areas would not be accepted.

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

  BE IT RESOLVED THAT Council receives the Memo - Scoped Agricultural Policy Review Ontario Reg. 41-42- GRCA dated August 11, 2025. 

  AND FURTHER THAT Council requests more information from the GRCA regarding the permitting process in areas designated as floodplain. 

  AND FURTHER THAT this resolution be sent to the local GRCA representative. 

  CARRIED

5.

Pending Items

5.1

Update Wastewater Flows, 2025-149

• Resolution: 2025-08-09
  Moved by: J. Jonker
  Seconded by: P. Latam

  BE IT RESOLVED THAT Council receives the Report - Update Wastewater Flows, 2025-142; 

  CARRIED

6.

Correspondence

6.1

Grand Valley and District Firefighters Association - Annual Fire Hall Dance - Request for Declaration of Municipal Significant Event

CAO Townsend advised the Grand Valley and District Fire Firefighter's Association correspondence had been received today, given the event date, the request required Council's decision before the next regularly scheduled Council meeting.

• Resolution: 2025-08-10
  Moved by: L. Dart
  Seconded by: P. Rentsch

  WHEREAS the Alcohol Gaming Commission of Ontario (AGCO) administers the Special Occasion Permit (SOP) program, which allows for the sale, service and in most cases consumption of liquor on larger scale events are open to the public, such as charity fundraisers.

  AND WHEREAS the AGCO issues Public Event permits for special events of "municipal significance" 

  AND WHEREAS the Grand Valley and District Firefighters Association has requested Council designate the Annual Fire Hall Dance, to be held on September 13, 2025, at the Grand Valley Fire Hall, located at 2 Watson Road, Grand Valley, a municipal significant event

  BE IT RESOLVED THAT Council has no objection to the Grand Valley and District Fire Association applying for a license for the Annual Fire Hall Dance

  AND FURTHER THAT Council designates the Annual Fire Hall Dance, to be held on September 13, 2025, at the Grand Valley Fire Hall, as a Municipal Significant Event. 

  CARRIED

7.

By-laws

• Resolution: 2025-08-11
  Moved by: P. Latam
  Seconded by: J. Jonker

  BE IT RESOLVED THAT leave be given to introduce the by-laws listed on the August 12, 2025 agenda as item 6.1 and that the By-law be given the necessary reading and passed and numbered as By-law 2025-41.

  CARRIED

8.

Confirm Proceedings

• Resolution: 2025-08-12
  Moved by: P. Rentsch
  Seconded by: L. Dart

  BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Special Council Meeting held on August 12, 2025 and that it be given the necessary readings and be passed and numbered as By-Law 2025-42.  

  CARRIED

9.

Adjournment

• Resolution: 2025-08-13
  Moved by: L. Dart
  Seconded by: J. Jonker

  BE IT RESOLVED THAT we do now adjourn this Special Council Meeting at 7:40 p.m. to meet again for a Regular Council Meeting on September 9th at 6:00 p.m. or at the call of the Mayor. 

  CARRIED