The Corporation of the Town of Grand Valley

Special 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
  • James Allen, Recreation Facilities Manager
  • Donna Tremblay, Deputy Clerk/Communications Coordinator

1.
Call to Order and Roll Call

 

Mayor Soloman called the meeting to order at 2:00 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:2025-02-42
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Council adopts the Special Council - 2025 Budget Agenda (Second Draft) and any addendums dated February 25, 2025 as circulated.

    CARRIED

3.
Disclosure of Pecuniary Interest and the General Nature Thereof

 

No pecuniary interest was declared.

4.
Staff Reports

 

4.1
Ball Diamond Fee Schedule, 2025-040

This item has attachments. 
1.Ball Diamond Fee Schedule - 2025-040.pdf

James Allen, Manager Recreation Facilities, presented the report and outlined the proposed ball diamond fee structure. 

Council discussed the report, proposed fee structure and requested the  fees schedule include fees for the 2025 and 2026 seasons.

  • Resolution:2025-02-43
    Moved by:P. Rentsch
    Seconded by:L. Dart

    BE IT RESOLVED THAT Council receives the report Ball Diamond Fee Schedule

    AND FURTHER THAT Council approves the fee schedule for 2025 and 2026 and directs staff to prepare and present the necessary by-law for passing.

    CARRIED

4.2
Council Memo Grand Valley Campground Zoning and Permitted Uses, 2025-023

This item has attachments. 
1.Grand Valley Campground Zoning and Permitted Uses - 2025-023.pdf
2.Appendix 1_Location and Zoning Map.pdf
3.Appendix 2_Zoning.pdf
4.Appendix 3_Agreement Between Grand Valley and the GRCA.pdf

Mark Kluge, Manager of Planning provided a summary of the Council Memo.  Mr. Kluge advised the Memo was in response to Council's request during Grand Valley Campground discussions at the January 28th Budget meeting.   

Council discussed the Memo and inquired as to whether the definition of "park" in the Town's Zoning By-Law included dog parks. Mr. Kluge, advised the definition park includes "special parks" which would include dog parks. 

Mr. Kluge suggested a review of the Agreement with the Grand River Conservation Authority should be undertaken.

4.3
Recreation Department Analysis, 2025-042

This item has attachments. 
1.Recreation Department Analysis - 2025-042.pdf

James Allen, Manager Recreation Facilities provided a summary of the report. 

Council discussed the report and inquired as follows:

  • Clarification regarding time breakdown per function. Staff advised average time represents a weekly amount. 
  • Special Training for ice cleaning -  Staff advised arena staff have received formal ice training.
  • Clarification as to whether rental rates reflect staff's assumption of activities once completed by volunteers. Staff advised rates were established once the Town took over activities from volunteers.
  • Availability and participation of recreation programs. Staff advised, the number of programs offered have increased with new programs including pickle ball, basketball, and cornhole. The Recreation Programmer duties include creating and promoting new programs and exploring funding opportunities in addition to assisting with other arena duties.

Council requested funds be allocated for recreation programs and a threshold be set for the development of new programs in 2025. 

Council discussed grass cutting hours for cemetery maintenance. Staff provided a summary of recreation and public works staff hours for cemetery grass cutting.

  • Resolution:2025-02-44
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives Report – Recreation Department Analysis for information purposes.

    CARRIED

4.4
Second Draft 2025 Operating Budget , 2025-043

This item has attachments. 
1.Report - Second Draft 2025 Operating Budget - 2025-043.pdf
2.1 - Council.pdf
3.2 - Elections.pdf
4.3 - Administration.pdf
5.4 - Downtown Improvement.pdf
6.5 - Health and Safety.pdf
7.6 - Economic Development.pdf
8.7 - Canine Control.pdf
9.8 - West Back Alley.pdf
10.9 - Fire Department.pdf
11.10 - Community Centre.pdf
12.11 - By-law Enforcement.pdf
13.12 - Mill Street The Door.pdf
14.13 - Police Services.pdf
15.14 - Automated Speed Enforcement.pdf
16.15 - Grand River Conservation Authority.pdf
17.16 - Recreation.pdf
18.16a - GRCA land use agreement.pdf
19.17 - Bridges Operating.pdf
20.18 - Grass Mowing Groundskeeping.pdf
21.19 - Brushing Tree Trimming.pdf
22.20 - Ditching.pdf
23.21 - Storm Sewers and SWM Ponds.pdf
24.22 - Debris and Litter Pick up.pdf
25.23 - Patching (Urban).pdf
26.24 - Sweeping Crack Sealing.pdf
27.25 - Line Painting.pdf
28.26 - Cross Walks.pdf
29.27 - Sidewalks.pdf
30.28 - Patching Washouts (Rural).pdf
31.29 - Grading.pdf
32.30 - Dust Control.pdf
33.31 - Gravel Road Operating.pdf
34.32 - Winter Plowing.pdf
35.33 - Safety Devices and Signage.pdf
36.34 - Urban Parks.pdf
37.35 - Roads Department Overhead.pdf
38.36 - PW Vehicles Equipment Operating.pdf
39.37 - Road Patrol.pdf
40.38 - Road Construction Operating.pdf
41.39 - Locates.pdf
42.40 - Crossing Guard.pdf
43.41 - Livestock.pdf
44.42 - Landfill Monitoring.pdf
45.43 - Water Delivery and Treatment Plant and Source Water Protection.pdf
46.44 - Sewage Treatment Plant.pdf
47.45 - Sanitary Sewer and Infiltration.pdf
48.46 - Cemeteries.pdf
49.47 - Street Lights.pdf
50.48 - Medical Centre.pdf
51.49 - Business Improvement Area.pdf
52.50 - Library.pdf
53.51 - Planning and Development.pdf
54.52 - Drainage Superintendent.pdf
55.53 - Recoverable Subdivision Expenses to Town.pdf
56.54 - Transfers.pdf
57.55 - Summary and Recommendations.pdf
58.56 - Reserve Status and Plans Feb 25.pdf
59.57 - February 25 Second Draft Budget.pdf

Meghan Townsend, CAO/Clerk presented the Report - Second Draft 2025 Budget.  She stated the report incorporated Council discussion and direction received at the January 28, 2025 Budget meeting, the second draft of the budget as presented, represents a 5% tax levy increase and sought direction on further amendments.  

Council discussed the second draft of the 2025 Budget. 

Council discussions included: 

  • Council.  Council discussions included donations, Grand Valley BIA's request for a donation to purchase fireworks, Council lunches and Council's 2025 Cost of Living Increase.  
  • Administration. Council discussions included IT Infrastructure, firewall tenders, and provision of IT services
  • Canine Census. Council discussions included Canine Census options. Council requested the canine census be conducted by home visits with education and enforcement notices. 
  • Fire Department. Council discussions included three new full-time fire positions, and an budget increase of  0.5% to cover additional costs.  Council discussed fire revenues.
  • By-Law Enforcement. Council discussions included increasing by-law revenues and subcontracting By-Law services to other municipalities. 
  • Grand Valley Campground. Council discussions included terminating provision of Campground services and repurposing of the lands. 
  • Recreation Vehicles. Council discussions included vehicles, staffing, and trail maintenance. 
  • Reserves. Council discussions included including a dedicated budget reserve amount in the 2025 budget.

Council requested the following:

  • Grand Valley Stonewall Repairs - Staff to proceed as proposed.
  • Council donations reduced budget amount to $6,000.
  • Adjust Council salary line to reflect removal of July 1st COLA  adjustment. 
  • Staff to request Trail brushing assistance in-lieu of trail maintenance fees from the Town of Amaranth.
  • Grass Cutting - Staff to review costs for additional budget reductions.
  • Ditching - Staff to review costs for additional budget reductions.
  • Grading - Removal of $15,000 from budgeted amount
  • Safety Devices and Signage - Installation of traffic humps on Leeson Street and installation of bollards on Taylor Drive.  

Council provided direction as follows:

  • Resolution:2025-02-45
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT that staff prepare donation requests for the 2026 Budget from the community prior to the creation of the budget.  

    CARRIED
  • Resolution:2025-02-46
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council declines the request to fund the BIA fireworks.

    CARRIED
  • Resolution:2025-02-47
    Moved by:P. Rentsch
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Councils forgoes the July 1st cost of living adjustment for 2025.

    CARRIED
  • Resolution:2025-02-48
    Moved by:P. Latam
    Seconded by:P. Rentsch

    BE IT RESOLVED THAT Grand Valley no longer run the campground and staff contact the campground committee to gage interest in a private group assuming the administration of the park.

    CARRIED
  • Resolution:2025-02-49
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Parks and Recreation use $10,000 for their Recreation Truck number 2 budget.  

    CARRIED
  • Resolution:2025-02-50
    Moved by:P. Rentsch
    Seconded by:P. Latam

    BE IT RESOLVED THAT the ditching expense total for the 2025 budget be reduced by $15,000.  

    CARRIED
  • Resolution:2025-02-51
    Moved by:P. Latam
    Seconded by:J. Jonker

    BE IT RESOLVED THAT - Grading Expense total for 2025 be reduced by $15,000.

    CARRIED

  • A recorded voted was requested.

    Resolution:2025-02-52
    Moved by:P. Rentsch
    Seconded by:J. Jonker

    BE IT RESOLVED THAT the speed humps be removed from Taylor Drive for the 2025 Budget. 

    For (3)P. Rentsch, J. Jonker, and L. Dart
    Against (2)S. Soloman, and P. Latam
    CARRIED (3 to 2)
  • Resolution:2025-02-53
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives the report Second Draft 2025 Operating Budget and directs that the changes discussed in the meeting be made for the final Operating Budget presentation on March 11, 2025.

    CARRIED

5.
Confirm Proceedings

 
  • Resolution:2025-02-54
    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 Special Council Meeting held on February 25, 2025 and that it be given the necessary readings and be passed and numbered as By-Law 2025-18.  

6.
Adjournment

 

Council discussed changes to the March 11, 2025 Regular Council and Budget Meeting start times. 

  • Resolution:2025-02-55
    Moved by:L. Dart
    Seconded by:P. Rentsch

    BE IT RESOLVED THAT we do now adjourn this meeting of Council at 5:40 p.m. to meet again for a Special Meeting on March 11, 2025 at 7:00 p.m. or at the call of the Mayor.

    AND FURTHER THAT the Regular Council Meeting be held at 4:00 p.m. on March 11, 2025.  

    CARRIED
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