Regular Council

That the Regular meeting of the Council of the Township of Springwater of October 16, 2024, come to order at 6:30 p.m.

That the Minutes of Council listed herein, be approved as presented: 1) Minutes of the Regular Meeting of Council of October 2, 2024 2) Minutes of the Special Meeting of Council of October 2, 2024 3) Minutes of the Special Meeting of Council - Closed Session of October 2, 2024

That the report from the Directors of Planning and Development and Finance, regarding Water Connection Fees, 8 Albert Street, dated October 16, 2024, be received; and, Option 1 That Council authorize that the cost to install the water line service to the property line at 8 Albert Street in the amount of $8,178.00 excluding HST ($8,321.93 including HST recoveries) be funded from the Tax Rate Stabilization Reserve. or Option 2 That Council endorse the standardized procedure that the owner of 8 Albert Street be responsible for the cost to install the water service to the property line at 8 Albert Street along with the costs stipulated within the Fees and Charges By-law. Amended C526B-2024 Moved by Alexander Seconded by Fisher That the motion now before Council be amended as follows: That Option 2 be selected.

That the report from the Directors of Planning and Development and Finance, regarding Water Connection Fees, 8 Albert Street, dated October 16, 2024, be received; and, That Council endorse the standardized procedure that the owner of 8 Albert Street be responsible for the cost to install the water service to the property line at 8 Albert Street along with the costs stipulated within the Fees and Charges By-law.

That Action Report items 8.2 through to 8.13 be received; and, That the recommendations contained therein be approved, as presented with the exception of 8.4, 8.5., 8.6, 8.8., 8.13 to be dealt with separately. 8.2 - Housing - Enabling Water Systems Fund (HEWSF) - Intake 2 8.3 - Ontario Community Sport and Recreation Infrastructure Fund Stream 1 Application 8.4 - Anten Mills Community Centre Renovations 8.5 - Fees & Charges – Recreation, Parks & Facilities User Fees 8.6 - Waiving of Fees & Charges for Rental Space by Service Clubs 8.7 - 2024 Asset Management Plan 8.8 - Student Wage Grid 8.9 - 2025 Council Meeting Schedule 8.10 - Group Benefits Program Renewal 8.11 - Amendment to the Development Charges By-law 8.12 - Environmental Registry of Ontario (ERO) Posting #19-9210 Proposed Amendment to Additional Residential Units (ARUs) 8.13 - Award of GPO 2024-42-RPF - Community Hub Architectural & Engineering Services Project

That the report from the Manager of Development Services regarding Housing – Enabling Water Systems Fund (HEWSF) - Intake 2, dated October 16, 2024, be received; and, That Council authorize staff to apply for funding under the Housing – Enabling Water Systems Fund (HEWSF) Program – Intake 2 to assist with the construction of the Midhurst Valley Wastewater Treatment Plant.

That the report from the Director of Recreation, Parks & Facilities regarding the Ontario Community Sports and Recreation Infrastructure Fund Stream 1 Application, dated October 16, 2024, be received; and, That Council authorize staff to apply for funding under the Ontario Community Sport and Recreation Infrastructure Fund Stream 1 for the ventilation and dehumidification needs of the Elmvale Arena; and, That Council further direct staff, based on a successful application, to determine source funding to provide for the Township’s 50% share of the project, and report back to Council on the recommended funding plan.

That the report from the Chief Administrative Officer, regarding the 2024 Asset Management Plan, dated October 16, 2024, be received; and, That Council adopts the 2024 Asset Management Plan, attached as Appendix A, in accordance with Ontario Regulation 588/17: Asset Management Planning for Municipal Infrastructure.

That the report from the Deputy Clerk regarding the 2025 Council Meeting Schedule, dated October 16, 2024, be received; and, That the 2025 Council Meeting Schedule, attached as Appendix A, be approved.

That the report from the Manager, People – Talent, Payroll and Benefits regarding the Group Benefits Program Renewal, dated October 16, 2024, be received; and, That the Township renew its Group Benefit Program with Sun Life Financial through the LAS Consortium Plan effective November 1, 2024.

That the report from the Director of Finance regarding Amendment to the Development Charges By-law, dated October 16, 2024, be received; and, That a by-law be presented at the October 16, 2024, regular meeting of Council for consideration an approval.

That the report from the Junior Planner, regarding ERO posting #19-9210, ‘Proposed Amendments to Additional Residential Units (ARUs)’, dated October 16, 2024, be received; and, That staff be authorized to submit Township comments as outlined in the report prior to the commenting deadline noted within the Environmental Registry of Ontario (ERO) posting.

That the report from the Director of Recreation, Parks and Facilities regarding the Anten Mills Community Centre Renovations, dated October 16, 2024, be received; That Council directs staff to proceed with obtaining quotes for the following works at the Anten Mills Community Centre; removal of the drop ceiling, repair of the former wood ceiling, painting of the wood ceiling, electrical and lighting rework, and attic insulation; and report back to Council; and That Council directs staff to proceed with an investigation of the Bell Tower construction and installation specifications, and a general condition assessment, using a consultant engineering firm, with such expense not to exceed $2,500 without Council approval; and That Council directs staff to include luxury vinyl plank flooring for the Anten Mills Community Centre for consideration in the 2025 budget.

That the report from the Director of Recreation, Parks and Facilities regarding Fees & Charges – Recreation, Parks and Facilities User Fees, dated October 16, 2024, be received; and, That Council approve Fees & Charges – Recreation, Parks & Facilities, as provided for in Appendix A; and, That Schedule F of By-law 2024-046 be repealed and replaced with Appendix A; and, That staff develop a Parks & Recreation User Fee Guideline/Policy with input from user groups, residents and stakeholders. Amended C536B-2024 Moved by Cabral Seconded by Alexander That the motion now before Council be amended as follows: To add And that the facility rental fees be frozen at 2024 fees until the Policy is approved with the exception of any new fees.

That the report from the Director of Recreation, Parks and Facilities regarding Fees & Charges – Recreation, Parks and Facilities User Fees, dated October 16, 2024, be received; and, That Council approve Fees & Charges – Recreation, Parks & Facilities, as provided for in Appendix A as amended; and, That Schedule F of By-law 2024-046 be repealed and replaced with Appendix A as amended; and, That staff develop a Parks & Recreation User Fee Guideline/Policy with input from user groups, residents and stakeholders. And that the facility rental fees be frozen at 2024 fees until the Parks & Recreation User Fee Guideline/Policy is approved, with the exception of any new fees.

That the report from the Director of Recreation, Parks, and Facilities regarding Waiving of Fees & Charges for Rental Space by Service Clubs, dated October 16, 2024, be received; and, That Council direct staff to not charge Service Clubs for meetings booked in Springwater community halls, subject to the Service Club objectives producing funds that support the Springwater community.

That the report from the Manager, People – Talent, Payroll & Benefits, dated October 16, 2024 regarding Student Wage Grid be received; and That the necessary funds for implementation of the Student Wage Grid effective January 1, 2025 be included as part of the 2025 budget deliberations; and That a by-law approving the Student Wage Grid be presented for final consideration at the October 16, 2024 Regular Meeting of Council.

That the report from the Director of Recreation, Parks and Facilities regarding the Award of GPO 2024-42-RPF-Community Hub Architectural & Engineering Services Project, dated October 16, 2024, be received; and, That GPO 2024-42-RPF be awarded to Colliers Project Leaders, in the amount of $193,530.08 ($196,936.21 including HST recoveries) for services related to the Stage 2 Community Hub development process; and, That a further 10% contingency be allocated to support unforeseen expenses related to the project; and, That the Mayor and Clerk be authorized to execute the resulting agreement.

That the motion now before Council be

That the Report items listed herein, be received as information with the exception of items 9.1.2. and 9.1.8 to be dealt with separately. 1) By-law Services Monthly Activity Report - September 2024 2) 2024 Advertising Summary 3) Partnership Opportunities with Lakehead University 4) Corporate Credit Card Report - July 2024 5) Corporate Credit Card Report - August 2024 6) Vendor Cheque Register Report - August 2024 7) Vendor Cheque Register Report - September 2024 8) Ministerial Delegations - 2025 ROMA Conference

That the Report item listed herein, be received as information: 2024 Advertising Summary Amended C541B-2024 Moved by Thompson Seconded by Garwood That the motion now before Council be amended as follows: To add Whereas the Ontario Government has mandated that its top agencies, being the LCBO, Ontario Cannabis Stores, Metrolinx and Ontario Lottery and Gaming Corp, spend 25% of it’s advertising dollars with Ontario publishers; and, Whereas the Township of Springwater commends the provincial Government for taking the initiative to ensure government spending supports Ontario businesses; and, Whereas the Township would like to show its support of this initiative; and, That staff be authorized to distribute the advertising budget as they deem most beneficial. Councillor Garwood called a recorded vote. Yes: Coughlin, Garwood, and Thompson No: Cabral, Alexander, Moore, and Fisher

That the Report item listed herein, be received as information: 2024 Advertising Summary Deputy Mayor Cabral called a recorded vote. Yes: Coughlin, Cabral, Garwood, Alexander, Thompson, Moore, and Fisher

That the Report item listed herein, be received as information: Ministerial Delegations - 2025 ROMA Conference

That the by-laws listed herein be signed and sealed by the Mayor and Clerk 2024-083 Road Naming - Midhurst Heights - Street E By-law 2024-084 Amendment to Development Charges By-law 2024-085 Student Wage Grid By-law

That By-law 2024-086 to confirm and adopt the proceedings of Council at the Regular Meeting held on October 16, 2024, listed herein be signed and sealed by the Mayor and Clerk.

That the Regular Meeting of the Township of Springwater does now adjourn at 9:38 p.m. to meet again in a Regular Meeting on November 6, 2024 at 6:30 p.m.