Municipal Services Committee (PW)

it resolved that Section 10.3 of the Procedural By-Law be set aside for the Mayor to not be selecting the order of seating at the Council table.

it resolved, that the Agenda be approved and adopted as amended.

it resolved that the Municipal Services Committee recommends to Council that the Roads Progress Report be received, as presented in MSC report RDS-2025-23.

it resolved that the Municipal Services Committee (MSC) recommends to Council that By-Laws be passed authorizing the Mayor and Clerk to sign the Land Lease Agreement with the Ministry of Transportation (MTO) and the License Agreement with MTO and Webber Infra Infrastructure Management Canada Limited for a 7-year term, as presented in MSC report RDS-2025-24.

it resolved that the Municipal Services Committee (MSC) recommends that Council receives the Environmental Services Update for information purposes, as presented in MSC Report ENV-2025-13.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Municipal Properties Update Report for August 11, 2025, be received for information, as presented in MSC report FAC-2025-30.

it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the estimates for proposed entrance lights at the Ronald E. Holman Complex and defers the project to the 2026 budget, as presented in MSC Report FAC-2025-31.

it resolved that the Municipal Services Committee recommends to Council that the Capital and Operating Projects Year-to-Date Summary be received for information, as presented in MSC report FIN-2025-13.

it resolved that the Municipal Services Committee recommends to Council that it receives the Treasury Year-to-Date summary for July 2025 for information purposes, as presented in MSC report FIN-2025-14.

it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be directed to proceed with Option #3 ( 5 year Term, 20 year Amortization at 4.18%, Total Payments of $3,072,611 and Interest of $992,611) with regards to the Debenture for the Portland Hall/Library, as presented in MSC Report FIN-2025-15.

it resolved, that the Municipal Services Committee Acknowledges the following Community Enhancement Committee minutes: Delta and Area CEC Meeting: July 30, 2025 Elgin and Area CEC Meeting: July 15, 2025 Newboro and Area CEC Meeting: July 8, 2025 North Crosby and Area CEC Meeting: June 19, 2025 Portland and Area CEC Meeting: July 16, 2025 South Elmsley and Area CEC Meeting: July 10, 2025

it resolved that the Municipal Services Committee (MSC) recommends to Council that Option A (to create a parking lot and footpath(s) for public access to Cataraqui Trail in Chaffeys Lock) be approved and that staff be directed to build the parking lot in 2025 and add footpath(s) in a phased approach as budget permits; AND FURTHER that the parking lot and footpath(s) be added to the Township’s Asset Management Plan, as presented in MSC Report ADM-2025-10.

it resolved that the Municipal Services Committee (MSC) recommends to Council that the Recreation Update be received for information, and further that the newly established Recreation and Volunteer Committee be renamed the Parks and Recreation Committee, as presented in MSC report CLS-2025-20.

it resolved that the Municipal Services Committee (MSC) receives the staff report on properties of interest for a new municipal office, and further: Directs the CAO to hold two public meetings (1 in Elgin and 1 in Newboro) to obtain public feedback on both sites, Directs the CAO to also ask residents during both meetings if they support the renovation/addition at the Chantry office, and Directs the CAO to also ask residents during both meetings if they support the future use of Chantry as a Garage and Archives, as presented in MSC report CAO-2025-13. AND that other suggested locations be solicited.

it resolved that the main motion include #7 - Mr. Clark's offer discussed which comes with costs.

it resolved that, in addition to the items set out in the original recommendation, Council directs that the following matters be addressed by staff during the two public meetings (one in Elgin and one in Newboro) regarding the potential sites for a new municipal office: Provide an assessment of the financial and practical realities associated with selling the Chantry property; Present the estimated additional costs for preparing drawings for both a new municipal office and for retrofitting the Chantry building to function as a garage, storage facility, and public archive space, including the costs to make the facility fully accessible; Clarify that, should a new municipal office be built, financing for both the new build and the retrofit of the Chantry facility shall be based on a five-year plan, in order to mitigate the ongoing deterioration of the Chantry building; Ensure that Council is provided with and has the opportunity to review all presentation materials and supporting documentation in advance of the public meetings; Display the new design for the Chantry facility and all financial information associated with Council’s decisions to date, and confirm that the drawings are paid for and can be released for tender at the same time as the new build; Make it clear that the mayor is only willing to build within a village. Mr. Clark's offer discussed which comes with costs.

it resolved that the main motion be

it resolved, that the Municipal Services Committee receives and files Correspondence Item 13.1.

it resolved, that the Municipal Services Committee moves into closed session at 1:14 p.m. to discuss the following matters: One item under Section 239 (2)(a): The security of the property of the municipality or local board; Three items under Section 239 (2)(b): Personal matters about an identifiable individual including municipal or local board employees; and One item under Section 239(2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose

Be it resolved that Section 10.3 of the Procedural By-Law be set aside for the Mayor to not be selecting the order of seating at the Council table. Municipal Services Committee (PW) Monday, August 11, 2025 Pg. 2 For (5): Deputy Mayor D. Hutchings, Councillor J. Banks, Councillor P. Banks, Councillor Carr, and Councillor Dunfield Against (4): Mayor Hoogenboom, Councillor Bulloch, Councillor Maxwell, and Councillor Pollard Voter Type: Majority (Present), Recorded

Be it resolved, that the Agenda be approved and adopted as amended.

Be it resolved that the Municipal Services Committee recommends to Council that the Roads Progress Report be received, as presented in MSC report RDS-2025-23.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that By-Laws be passed authorizing the Mayor and Clerk to sign the Land Lease Agreement with the Ministry of Transportation (MTO) and the License Agreement with MTO and Webber Infra Infrastructure Management Canada Limited for a 7-year term, as presented in MSC report RDS-2025-24.

Be it resolved that the Municipal Services Committee (MSC) recommends that Council receives the Environmental Services Update for information purposes, as presented in MSC Report ENV-2025-13.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Municipal Properties Update Report for August 11, 2025, be received for information, as presented in MSC report FAC-2025-30.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that it receives the estimates for proposed entrance lights at the Ronald E. Holman Complex and defers the project to the 2026 budget, as presented in MSC Report FAC- 2025-31.

Be it resolved that the Municipal Services Committee recommends to Council that the Capital and Operating Projects Year-to-Date Summary be received for information, as presented in MSC report FIN-2025-13. Municipal Services Committee (PW) Monday, August 11, 2025 Pg. 5

Be it resolved that the Municipal Services Committee recommends to Council that it receives the Treasury Year-to-Date summary for July 2025 for information purposes, as presented in MSC report FIN-2025-14.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that staff be directed to proceed with Option #3 (5-year Term, 20-year Amortization at 4.18%, Total Payments of $3,072,611 and Interest of $992,611) with regards to the Debenture for the Portland Hall/Library, as presented in MSC Report FIN-2025-15.

Be it resolved, that the Municipal Services Committee Acknowledges the following Community Enhancement Committee minutes:  Delta and Area CEC Meeting: July 30, 2025  Elgin and Area CEC Meeting: July 15, 2025  Newboro and Area CEC Meeting: July 8, 2025  North Crosby and Area CEC Meeting: June 19, 2025  Portland and Area CEC Meeting: July 16, 2025  South Elmsley and Area CEC Meeting: July 10, 2025

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that Option A (to create a parking lot and footpath(s) for public access to Cataraqui Trail in Chaffeys Lock) be approved and that staff be directed to build the parking lot in 2025 and add footpath(s) in a phased approach as budget permits; AND FURTHER that the parking lot and footpath(s) be added to the Township’s Asset Management Plan, as presented in MSC Report ADM-2025-10.

Be it resolved that the Municipal Services Committee (MSC) recommends to Council that the Recreation Update be received for information, and further that the newly established Recreation and Volunteer Committee be renamed the Parks and Recreation Committee, as presented in MSC report CLS-2025-20.

Be it resolved that the Municipal Services Committee (MSC) receives the staff report on properties of interest for a new municipal office, and further: 1. Directs the CAO to hold two public meetings (1 in Elgin and 1 in Newboro) to obtain public feedback on both sites, 2. Directs the CAO to also ask residents during both meetings if they support the renovation/addition at the Chantry office, and 3. Directs the CAO to also ask residents during both meetings if they support the future use of Chantry as a Garage and Archives,as presented in MSC report CAO-2025-13. 4. AND that other suggested locations be solicited.

Be it resolved that the main motion include #7 - Mr. Clark's offer discussed which comes with costs.

Be it resolved that, in addition to the items set out in the original recommendation, Council directs that the following matters be addressed by staff during the two public meetings (one in Elgin and one in Newboro) regarding the potential sites for a new municipal office: Municipal Services Committee (PW) Monday, August 11, 2025 Pg. 9 1. Provide an assessment of the financial and practical realities associated with selling the Chantry property; 2. Present the estimated additional costs for preparing drawings for both a new municipal office and for retrofitting the Chantry building to function as a garage, storage facility, and public archive space, including the costs to make the facility fully accessible; 3. Clarify that, should a new municipal office be built, financing for both the new build and the retrofit of the Chantry facility shall be based on a five-year plan, in order to mitigate the ongoing deterioration of the Chantry building; 4. Ensure that Council is provided with and has the opportunity to review all presentation materials and supporting documentation in advance of the public meetings; 5. Display the new design for the Chantry facility and all financial information associated with Council’s decisions to date, and confirm that the drawings are paid for and can be released for tender at the same time as the new build; 6. Make it clear that the mayor is only willing to build within a village. 7. Mr. Clark's offer discussed which comes with costs. For (6): Deput

Be it resolved that the main motion be

Be it resolved, that the Municipal Services Committee receives and files Correspondence Item 13.1.

Be it resolved, that the Municipal Services Committee moves into closed session at 1:14 p.m. to discuss the following matters:  One item under Section 239 (2)(a): The security of the property of the municipality or local board;  Three items under Section 239 (2)(b): Personal matters about an identifiable individual including municipal or local board employees; and  One item under Section 239(2)(f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose