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
  • Helena Snider, Secretary/Treasurer Grand Valley and District Fire Board
  • Donna Tremblay, Deputy Clerk/Communications Coordinator

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 livestreamed 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.
Councillor Paul Latam attended the meeting virtually. 

2.
Adoption of Agenda

 
  • Resolution:2025-01-01
    Moved by:P. Latam
    Seconded by:L. Dart

    BE IT RESOLVED THAT Council adopts the agenda and any addendums dated Tuesday, January 14, 2025 as amended, addition of closed meeting.

    CARRIED

3.
Disclosure of Pecuniary Interest and the General Nature Thereof

 

No pecuniary interest was declared.

4.
Closed Meeting - 6:00 p.m.

 
  • Resolution:2025-01-02
    Moved by:P. Rentsch
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Council resolve itself into closed session at 6:03 p.m. under the provisions of the Municipal Act, to discuss matters pertaining to section 239(2)(b) personal matters about an identifiable individual, including municipal or local board employees and (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board - Grand Valley Staffing Update.

    CARRIED

  • The following items were discussed:

4.1
Call to Order

 

4.2
Approval of Closed Agenda

 

4.3
Disclosure of Pecuniary Interest and General Nature Thereof

 

4.4
Items for Consideration

 

4.4.1
Grand Valley Staffing Update

 

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

 

Council rose from its closed meeting at 6:30 p.m. and resumed its open meeting.

6.
Rise and Report

 

Council reported on its closed meeting as follows: 

  • Resolution:2025-01-03
    Moved by:L. Dart
    Seconded by:P. Rentsch

    BE IT RESOLVED THAT the confidential verbal update Grand Valley Staffing, from Meghan Townsend, CAO/Clerk regarding personal matters about an identifiable individual, including municipal or local board employees and litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board be received; and staff proceed as directed.  

    CARRIED

7.
Approval of Previous Minutes

 

Council discussed the December 10, 2024 Regular and Special Council Meeting minutes with no requests for amendments.  

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

    BE IT RESOLVED THAT the minutes of the December 10, 2024 Regular and Special Council Meetings 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

 

None.

12.
Staff Reports

 

12.1
CAO/Clerk 

 

12.1.1
ServiceOntario – Marriage Licence Modernization Program, 2025-002

This item has attachments. 
1.Service Ontario - Marriage Licence Modernization Program - 2025-002.pdf
2.Attachment 1 - MLM.Phase2.Agreement.Final.11-07-2024.pdf
3.Attachment 2 - By-law to Authorize a Marriage Licence Modernization Phases 2 Participation Agreement.pdf

Donna Tremblay, Deputy Clerk/Communications Coordinator presented the report providing highlights on the ServiceOntario Marriage Modernization Program, benefits for the Town and its residents and future delivery of ServiceOntario programs.

Council discussed the report and did not provide any questions.  

  • Resolution:2025-01-05
    Moved by:J. Jonker
    Seconded by:L. Dart

    BE IT RESOLVED THAT Council receives the Report – ServiceOntario Marriage Modernization Program.

    AND FURTHER THAT Council directs staff to prepare and present the necessary By-law for adoption.

    CARRIED

12.1.2
Costs Agreement – Dufferin Common Elements Condominium Corporation No. 37, 2025-001

This item has attachments. 
1.Costs Agreement - Dufferin Common Elements Condominium Corporation No. 37 - 2025-001.pdf
2.Attachment 1 - Costs Agreement - Subdrain Works 43,45, 47 and 49 Ritchie Drive.pdf
3.Attachment 2 - 2025-XXX By-law for the Execution of the Costs Agreement with Dufferin Condominium Corporation No. 37.pdf

Meghan Townsend, CAO/Clerk presented the report with a summary of the need for the costs agreement. 

Council discussed the report and sought clarification regarding costs covered under the agreement. 

  • Resolution:2025-01-06
    Moved by:L. Dart
    Seconded by:J. Jonker

    BE IT RESOLVED THAT Council receives the Report – Costs Agreement – Dufferin Common Elements Condominium Corporation No. 37.

    AND FURTHER THAT Council directs staff to prepare and present the necessary By-Law for adoption.

    CARRIED

12.1.3
Fire Protection Grant 2024-25 Transfer Payment Agreement, 2025-005

This item has attachments. 
1.Fire Protection Grant 2024-25 Transfer Payment Agreement - 2025-005.pdf
2.Attachment 1 - Transfer Payment Agreement.pdf
3.Attachment 2 - 2025-XXX By-law Authorizing Execution of Fire Protection Grant Agreement.pdf

CAO Townsend presented the report advising grant funds would be used by the Grand Valley Fire Department to purchase safety equipment. 

Council discussed the report and inquired as to whether Grand Valley's municipal partners could also submit grant applications. Staff advised applications were restricted to one application per fire services department with approximately $8,000 to $10,000 in grant funding available based on the number of applications received.

  • Resolution:2025-01-07
    Moved by:L. Dart
    Seconded by:P. Rentsch

    BE IT RESOLVED THAT Council receives the Report – Fire Protection Grant 2024-25 Transfer Payment Agreement.

    AND FURTHER THAT Council approves the Transfer Payment Agreement as presented, authorizes signing by the Mayor and Clerk and directs staff to prepare and present the necessary by-law for passing.

    CARRIED

12.1.4
CAO Progress Update, 2025-004

This item has attachments. 
1.CAO Progress Update - January 2025 - 2025-004.pdf

CAO Townsend presented the report including a verbal update on the completion of the Water Rehabilitation Project, the Town's upcoming receipt of ICIP - Green Infrastructure funding and the installation of signage for the Automated Speed Cameras which would be completed the last week of January. She advised she would be removing the Municipal Services Committee from the list of CAO items. 

Council inquired as to the estimated completion date of Spring 2025 for the sale of the gravel pit lands in Southgate Township. CAO Townsend advised staff will provide information regarding this timeline as part of the January 28th Operating Budget discussions. 

Deputy Mayor Rentsch requested staff add to the list of CAO items arranging a discussion meeting with Kyle Seebeck, MP. He suggested discussion topics include Federal Municipal reporting and gas tax spending requirements.

  • Resolution:2025-01-08
    Moved by:L. Dart
    Seconded by:P. Rentsch

    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 January, 2025, 2025-003

This item has attachments. 
1.Public Works update report - 2025-003.pdf

Matt Bos, Director of Public Works presented his report which included a summary of the public works ongoing and future activities. 

Council provided thanks to the Director and Public Works staff on their winter control efforts.   

  • Resolution:2025-01-09
    Moved by:L. Dart
    Seconded by:P. Rentsch

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

    CARRIED

12.3
Director of Finance/Treasurer

 

Council sought an update on the status of tax bills and notification to affected residents of changes to the Town's Pre-Authorized Payment Plan Program (PAP).  

Steven Freitas, Director of Finance/Treasurer provided an update, advising that affected PAP Program users feedback has been generally positive. He advised that following Council's approval to the PAP Program on December 10th, the twelve-month PAP users were advised of the changes to the program by a number of methods including email, regular mail or contacted directly by telephone. He added a Notice was also inserted in two local newspapers and information was included on the Town's website. Many twelve-month PAP users have completed new application forms with many requesting the new ten-month plan.  Mr. Freitas stated the deadline for submission of new PAP agreements is January 15th and Interim Tax bills will be mailed to all taxpayers in the coming week.

Meghan Townsend, CAO/Clerk added that all affected twelve-month PAP users have been contacted by the Town regarding changes to the PAP Program.    

12.4
Planner

 

There were no Planning Reports.

12.5
By-Law and Property Standards Enforcement

 

There were no By-Law and Property Standards Enforcement Reports.

12.6
Parks and Recreation

 

There were no Parks and Recreation Reports.

Council inquired as to why ball diamond lighting installation was not completed along the westside. Staff advise due ground conditions, the crane was unable to complete the west side. Installation will resume once the area freezes and becomes more stable.

13.
Public Meeting

 

There were no Public Meetings.

14.
Pending Items

 

There were no pending items.

15.
Correspondence

 

Council discussed the correspondence.

  • Resolution:2025-01-10
    Moved by:P. Rentsch
    Seconded by:L. Dart

    BE IT RESOLVED THAT Council receives the correspondence listed on the Tuesday, January 14, 2025, Council Agenda. 

    CARRIED

  • The following correspondence items were listed:

15.1
Township of Melancthon - Resolution Multi-Jurisdiction Fire Services Support Option 1 Uploading of fire services to the County to create a County of Dufferin Fire Department dated December 12, 2024

This item has attachments. 
1.Melancthon Motion - Multi-Jurisdictional Fire Prevention and Protection Modernization Plan.pdf

15.2
Town of Orangeville - Resolution Orangeville Fire Services Model and Staff Report dated December 17, 2024

This item has attachments. 
1.Resolution - Town of Orangeville Fire Services Model.pdf
2.Report - Orangeville Fire Services Model - CAO-2024-012.pdf

15.3
Town of Orangeville - Resolution Request to Provincial and Federal Government Regarding Distribution of Taxes on Property Transactions - November 21, 2024

This item has attachments. 
1.Town of Orangeville - Distribution of Taxes on Property Transactions.pdf

15.4
Township of Amaranth - Resolution Requesting Redistribution of Provincial Land Transfer Tax and GST to Municipalities for Sustainable Infrastructure Funding - dated December 24, 2024

This item has attachments. 
1.Township of Amaranth - Resolution - Redistribution of the Provincial Land Transfer Tax and GST.pdf

15.5
Township of East Garafraxa - Resolution Regulating Exotic Animals and Licensing Zoos dated December 13, 2024

This item has attachments. 
1.Township of East Garafraxa Regulating Exotic Animals and Licensing Zoos Letter - December 13, 2024.pdf

15.6
Grand Valley and District Public Library Board - Silent Auction Donation Thank You dated December 10, 2024

This item has attachments. 
1.GVPL Letter of Thank You - Silent Auction Donation.pdf

15.7
Grand River Conservation Authority - 2025 Municipal Apportionment and Budget Vote Meetings dated December 20, 2024

This item has attachments. 
1.Town of Grand Valley_GRCA Apportionment and Budget Vote.pdf
2.GM-10-24-87 - Budget 2025 Draft 1.pdf
3.GM-10-24-88 - Municipal Apportionment - Budget 2025 Draft 1.pdf

15.8
Dufferin O.P.P. Detachment Board Melancthon Township, Town of Mono, Mulmur Township - Resolution to Support efforts to collect unpaid POA Fines dated December 3, 2024

This item has attachments. 
1.Letter of motion to support collection of unpaid POA fines.pdf

16.
County Council Report

 

Mayor Soloman provided a County Council update. He advised County Council met on the January 9th where there was a presentation from the OPP regarding the February 17th Polar Plunge Challenge to support the Special Olympics and  the County discussed the 2025 Budget. Mayor Soloman advised a Special Council meeting will be held on January 30th for further County Budget discussions.

17.
Council Updates

 

Councillor Jonker provided an update on the Grand Valley Library Board's January 8th meeting. He advised the Library Board approved the 2025 Budget, which will be presented to Council at a future meeting. The Board has begun its annual policy reviews and updates and receive an update on the successful silent auction fundraiser.

Deputy Mayor Rentsch and Mayor Soloman provided an update on their meeting before the holidays with the Executive Director of the Dufferin Community Foundation where they discussed potential projects to be funded by the foundation.

Mayor Soloman provided an update on his attendance at the Grand Valley Lion's Polar Dip on January 4th and that he would be attending the Community Centre Board meeting on Thursday.  

Councillor Latam and Councillor Dart provided an update on the Fire Board meeting.  They advised the Board met to discuss their 2025 Budget and that Councillor Latam has been elected the Chair of the Fire Board.

18.
Boards and Committees

 

18.1
Minutes

 

Council discussed the board and committee minutes.  

  • Resolution:2025-01-11
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT Council receives the Board and Committee Minutes listed on the Tuesday, January 14, 2025, Council Agenda.

    CARRIED

  • The following Board and Committee Minutes were listed:

18.2
Recommendations

 

Council discussed the Board and Committee recommendations.

  • Resolution:2025-01-12
    Moved by:J. Jonker
    Seconded by:P. Rentsch

    BE IT RESOLVED THAT Council receives the resolutions received from the Township of East Garafraxa regarding the Grand Valley and District Fire Board;

    CARRIED

  • The following recommendations were listed:

19.
New Business

 

There was no new business. 

20.
Notice of Motion

 

There were no notices of motion.

21.
By-laws

 
  • Resolution:2025-01-13
    Moved by:P. Rentsch
    Seconded by:L. Dart

    BE IT RESOLVED THAT leave be given to introduce the by-laws listed on the Tuesday, January 14, 2025 agenda as items 21.1 to 21.6; 

    AND FURTHER THAT the By-laws be given the necessary reading and passed and numbered as By-laws 2025-01 to 2025-06.

    CARRIED

  • The following by-laws were listed:

21.1
2025-XXX Being a By-law to Authorize Temporary Borrowing from time to time to meeting current expenditures during the fiscal year ending December 31, 2025.

This item has attachments. 
1.2025-XXX Temporary Borrowing By-law.pdf

21.2
2025-XXX Being a By-Law to Authorize the Collection of Business Improvement Area Levies

This item has attachments. 
1.2025-XXX BIA Collection By-Law.pdf

21.3
2025-XXX Being a By-law to appoint officials for the Corporation of the Town of Grand Valley for the year 2025 and set remuneration for Members of Council.

This item has attachments. 
1.2025-XXX Appointment and Remuneration By-law.pdf

21.4
2025-XXX Being a By-law to Authorize the Execution of the Costs Agreement with Dufferin Common Elements Condominium Corporation No. 37

This item has attachments. 
1.2025-XXX Authorizing Execution of the Costs Agreement with Dufferin Common Elements Condominium Corporation No. 37.pdf
2.Schedule A - Costs Agreement - Subdrain Works 43,45, 47 and 49 Ritchie Drive(1).pdf

21.5
2025-XXX Being an By-Law to Authorize the Execution of a Marriage Licence Modernization Phase 2 Participation Agreement

This item has attachments. 
1.2025-XXX Authorizing Execution of a Marriage Licence Modernization Phase 2 Participation Agreement.pdf
2.Schedule A - MLM.Phase2.Agreement.Final.11-07-2024(1).pdf

21.6
2025-XXX Being a By-Law Authorizing the Execution of a Transfer Payment Agreement with Minister of Solicitor General for the Town of Grand Valley Fire Protection Grant 2024-25

This item has attachments. 
1.2025-XXX Authorizing Execution of Fire Protection Grant Agreement.pdf
2.Schedule A - Transfer Payment Agreement for Fire Protection Grant.pdf

22.
Confirm Proceedings

 
  • Resolution:2025-01-14
    Moved by:J. Jonker
    Seconded by:P. Latam

    BE IT RESOLVED THAT leave be given to introduce a by-law to confirm the proceedings of the Regular Council Meeting held on Tuesday, January 14, 2025 and that it be given the necessary readings and be passed and numbered as By-Law 2025-07.  

    CARRIED

23.
Adjournment

 
  • Resolution:2025-01-15
    Moved by:L. Dart
    Seconded by:J. Jonker

    BE IT RESOLVED THAT we do now adjourn this meeting of Council at 7:42 p.m. to meet again for a Regular Meeting on Tuesday, January 28, 2025 at 10:00 a.m. or at the call of the Mayor. 

    CARRIED
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