Committee of the Whole

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

it resolved that the Committee of the Whole recommends to Council that it receives the Treasury Year-to-Date Summary for August 2025 for information, as presented in CoW report FIN-2025-16.

it resolved that the Committee of the Whole recommends to Council that the Roads Progress Report be received, as presented in CoW report RDS-2025-26.

it resolved that the Committee of the Whole (CoW) recommends to Council that it received the Environmental Update for information purposes, as presented in Report ENV-2025-14.

it resolved that the Committee of the Whole (CoW) recommends to the Council that staff be directed to undertake Option #2 (The private road currently named R12C be renamed Puddicombe Lane) to address the renaming of R12C, as presented in CoW Report DS-2025-23.

it resolved that the Committee of the Whole (CoW) recommends to Council that: 1. A By-Law be passed under Section 34(1) of the Municipal Act, 2001 to formally close the unopened road allowance identified as Part 3 on Plan 28R-7479; 2. Council authorizes the transfer of the two Township owned parcels (Part 3 on Plan 28R-7479 and Part 4 on Plan 28R-8994) to 2435020 Ontario Inc. for $1.00, except for the turnaround area, consistent with the terms of agreement of By-Law 2017-47; and, 3. Council explicitly waive compliance with the Township’s Disposal of Real Property Policy (2019-72) for these transactions; as recommended in CoW Report DS-2025-24.

it resolved that the Committee of the Whole (CoW) recommends to Council that staff be directed to undertake Option #1 (That the fee refund request be denied and that the fees charged in compliance with the Township fee schedule be upheld regarding the Irwin fee refund request), as presented in CoW Report DS-2025-25.

it resolved that the main motion be

it resolved that the Committee of the Whole recommends to Council that staff be authorized to purchase: 1. 32 wall-mounted, 24” x 48” Pro Acoustic panels from Acoustics Panels Canada in the amount of $3,963.30 plus the Township’s portion of HST, 2. from PSL, 2 speakers, stands, Bluetooth connectivity, wired microphone with stand and wireless mic adaptor kit for $4,446.00 plus the Township’s portion of HST, 3. Glass doors and shelves requested by the Hall Board for $3,275.00 plus the Township’s portion of the HST, to be funded from year end results, as presented in report FAC-2025-33.

it resolved that the Committee of the Whole (CoW) recommends to Council that Environmentall Contracting Services Inc. be contracted to remove the partially submitted boat house in Newboro Lake at 49 Lock Road in the amount of $12,935.00, (plus $227.66, the Township’s portion of the HST) to be funded from year-end results, as presented in CoW Report FAC-2025-34.

it resolved that items # 1 and #3 be removed from the main motion.

it resolved that the Committee of the Whole recommends to Council that it receives for information the updated recommended repairs and estimated costs for the Chanty Municipal Office and directs staff to immediately: 1. Make the necessary temporary repairs of the roof in 2025 up to $10,000; 2. That all costs be funded from the 2025 year end results, as presented in CoW Report FAC 2025-35.

it resolved, that the Committee of the Whole Acknowledges the following Community Enhancement Committee minutes: Delta and Area CEC Meeting: August 27, 2025 Morton and Area CEC Meeting: August 26, 2025 Newboro and Area CEC Meeting: August 7, 2025 North Crosby and Area CEC Meeting: July 17, 2025 Portland and Area CEC Meeting: August 20, 2025

WHEREAS at the Delta and Area Community Enhancement Committee Meeting held August 27, 2025, recommendation was passed requesting that Council considers increasing every CEC's budget by $500 to help cover costs associated with website development and posting, postage costs, administrative fees and other payments used to communicate with community and the public at large; NOW THEREFORE be it resolved that CEC’s request for additional funding of $500 per year, be

WHEREAS at the Morton and Area Community Enhancement Committee Meeting held August 26, 2025, recommendation was passed requesting that staff investigate and provide a solution for the replacement of the stone bases of the two signs (Jones Falls and California); NOW THEREFORE be it resolved that staff be directed to investigate solutions for the replacement of the stone bases at the Jones Falls and California signs.

WHEREAS at the Morton and Area Community Enhancement Committee Meeting held August 26, 2025, a motion was passed extending thanks to the Township for installing the new air conditioner at Morton Hall, and requesting that Council clarify the cost-sharing as the CEC had understood the arrangement to be a 50/50 split of the estimated $16,000 cost; NOW THEREFORE be it resolved that the Committee of the Whole Recommends that Council approves a re-imbursement of $4,000 to the Morton CEC for the cost of the A/C unit to be funded from year end results.

WHEREAS at the Morton and Area Community Enhancement Committee Meeting held August 26, 2025, a recommendation was passed stating that the portable air conditioning unit be donated to the Elgin Fire Department; NOW THEREFORE be it resolved that Committee of the Whole approves the donation of the A/C unit to the Elgin Fire Hall.

WHEREAS at the Newboro and Area Community Enhancement Committee, recommendation #3 was passed requesting that an Envisioning Plan and Streetscaping for Revitalization of Newboro’ s center core be completed. This includes road and sidewalk improvements as well as ongoing maintenance, weeding, summer and winter sidewalk maintenance; NOW THEREFORE be it resolved that the Committee of the Whole recommends that Council considers making improvements to the Newboro core when the Counties upgrade County Road 42/Drummond St.

WHEREAS at the Portland and Area Community Enhancement Committee Meeting held August 20, 2025, recommendation 22-2025 was passed requesting that the members of the CEC be added to the Gallagher Park Steering Committee; NOW THEREFORE be it resolved that the CEC be advised that representation by their Chair and 3 members will be added to the Gallagher Park Steering Committee.

WHEREAS at the Portland and Area Community Enhancement Committee Meeting held August 20, 2025, recommendation 23-2025 was passed recommending that 2 dock cleats be added to each side of the kayak dock; NOW THEREFORE be it resolved that the Committee of the Whole directs staff to investigate the option of adding dock cleats to the Kayak dock in Hanna Park.

it resolved that the Committee of the Whole (COW) recommends to Council that 12 banners be purchased by the Newboro and Area CEC for installation on poles along Drummond St. in Newboro; AND FURTHER that the CEC work with Staff to have a qualified firm install the banners; AND FURTHER that the municipality acknowledges the requirements of the attached Memorandum from Hydro One; AND FURTHER that all costs associated with the purchase, installation and ongoing maintenance of the banners be the responsibility of the Newboro and Area CEC, as presented in report CLS-2025-21.

it resolved that the Committee of the Whole recommends to Council that a Working Group be formed with four (4) members of Council, as follows: 1. Councillor Maxwell 2. Councillor P. Banks 3. Councillor Bulloch 4. Mayor Hoogenboom to review the proposed changes to the Procedural By-Law and report back to Committee, as presented in CoW report ADM-2025-12.

it resolved that a one day public training session for all Councillors to discuss the changes to the Procedural By-Law, to adapt for strong mayor powers and other issues prior to the October Council meeting.

it resolved, that the Committee of the Whole moves into closed session at 1:06 p.m. to discuss the following matters: Four items under Section 239 (2)(b): Personal matters about an identifiable individual including municipal or local board employees. One item under Section 239 (2)(f): Advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

Committee of the Whole Monday, September 16, 2025 Pg. 2 Be it resolved, that the Agenda be approved and adopted as presented.

Be it resolved that the Committee of the Whole recommends to Council that it receives the Treasury Year-to-Date Summary for August 2025 for information, as presented in CoW report FIN-2025-16. Committee of the Whole Monday, September 16, 2025 Pg. 3

Be it resolved that the Committee of the Whole recommends to Council that the Roads Progress Report be received, as presented in CoW report RDS-2025-26.

Be it resolved that the Committee of the Whole (CoW) recommends to Council that it received the Environmental Update for information purposes, as presented in Report ENV-2025-14.

Be it resolved that the Committee of the Whole (CoW) recommends to the Council that staff be directed to undertake Option #2 (The private road currently named R12C be renamed Puddicombe Lane) to address the renaming of R12C, as presented in CoW Report DS-2025-23.

Be it resolved that the Committee of the Whole (CoW) recommends to Council that: 1. A By-Law be passed under Section 34(1) of the Municipal Act, 2001 to formally close the unopened road allowance identified as Part 3 on Plan 28R-7479; 2. Council authorizes the transfer of the two Township owned parcels (Part 3 on Plan 28R-7479 and Part 4 on Plan 28R-8994) to 2435020 Ontario Inc. for $1.00, except for the turnaround area, consistent with the terms of agreement of By-Law 2017-47; and, 3. Council explicitly waive compliance with the Township’s Disposal of Real Property Policy (2019-72) for these transactions; as recommended in CoW Report DS-2025-24.

Be it resolved that the Committee of the Whole (CoW) recommends to Council that staff be directed to undertake Option #1 (That the fee refund request be denied and that the fees charged in compliance with the Township fee schedule be upheld regarding the Irwin fee refund request), as presented in CoW Report DS-2025-25.

Be it resolved that the main motion be

Be it resolved that the Committee of the Whole recommends to Council that staff be authorized to purchase: 1. 32 wall-mounted, 24” x 48” Pro Acoustic panels from Acoustics Panels Canada in the amount of $3,963.30 plus the Township’s portion of HST, 2. from PSL, 2 speakers, stands, Bluetooth connectivity, wired microphone with stand and wireless mic adaptor kit for $4,446.00 plus the Township’s portion of HST, Committee of the Whole Monday, September 16, 2025 Pg. 6 3. Glass doors and shelves requested by the Hall Board for $3,275.00 plus the Township’s portion of the HST, to be funded from year end results, as presented in report FAC-2025-33.

Be it resolved that the Committee of the Whole (CoW) recommends to Council that Environmentall Contracting Services Inc. be contracted to remove the partially submitted boat house in Newboro Lake at 49 Lock Road in the amount of $12,935.00, (plus $227.66, the Township’s portion of the HST) to be funded from year-end results, as presented in CoW Report FAC-2025-34.

Be it resolved that items # 1 and #3 be removed from the main motion. Committee of the Whole Monday, September 16, 2025 Pg. 7 For (5): Mayor Hoogenboom, Councillor Bulloch, Councillor Dunfield, Councillor Maxwell, and Councillor Pollard Against (4): Deputy Mayor D. Hutchings, Councillor J. Banks, Councillor P. Banks, and Councillor Carr Voter Type: Majority (Present), Recorded

Be it resolved that the Committee of the Whole recommends to Council that it receives for information the updated recommended repairs and estimated costs for the Chanty Municipal Office and directs staff to immediately: 1. Make the necessary temporary repairs of the roof in 2025 up to $10,000; 2. That all costs be funded from the 2025 year end results, as presented in CoW Report FAC 2025-35. For (5): Mayor Hoogenboom, Councillor Bulloch, Councillor Dunfield, Councillor Maxwell, and Councillor Pollard Against (4): Deputy Mayor D. Hutchings, Councillor J. Banks, Councillor P. Banks, and Councillor Carr Voter Type: Majority (Present), Recorded

Be it resolved, that the Committee of the Whole Acknowledges the following Community Enhancement Committee minutes:  Delta and Area CEC Meeting: August 27, 2025  Morton and Area CEC Meeting: August 26, 2025  Newboro and Area CEC Meeting: August 7, 2025  North Crosby and Area CEC Meeting: July 17, 2025  Portland and Area CEC Meeting: August 20, 2025

Be it resolved that the Committee of the Whole (COW) recommends to Council that 12 banners be purchased by the Newboro and Area CEC for installation on poles along Drummond St. in Newboro; AND FURTHER that the CEC work with Staff to have a qualified firm install the banners; AND FURTHER that the municipality acknowledges the requirements of the attached Memorandum from Hydro One; AND FURTHER that all costs associated with the purchase, installation and ongoing maintenance of the banners be the responsibility of the Newboro and Area CEC, as presented in report CLS-2025-21. Committee of the Whole Monday, September 16, 2025 Pg. 11

Be it resolved that the Committee of the Whole recommends to Council that a Working Group be formed with four (4) members of Council, as follows: 1. Councillor Maxwell 2. Councillor P. Banks 3. Councillor Bulloch 4. Mayor Hoogenboom to review the proposed changes to the Procedural By-Law and report back to Committee, as presented in CoW report ADM-2025-12. For (4): Mayor Hoogenboom, Councillor Bulloch, Councillor Maxwell, and Councillor Pollard Against (5): Deputy Mayor D. Hutchings, Councillor J. Banks, Councillor P. Banks, Councillor Carr, and Councillor Dunfield Voter Type: Majority (Present), Recorded

Be it resolved that a one day public training session for all Councillors to discuss the changes to the Procedural By-Law, to adapt for strong mayor powers and other issues prior to the October Council meeting.

Be it resolved, that the Committee of the Whole moves into closed session at 1:06 p.m. to discuss the following matters:  Four items under Section 239 (2)(b): Personal matters about an identifiable individual including municipal or local board employees.  One item under Section 239 (2)(f): Advice that is subject to solicitor-client privilege, including communications necessary for that purpose.