TOWNSHIP OF WOOLWICH SPECIAL COUNCIL MINUTES Thursday, January 26, :00 p.m. Council Chambers, 2 nd Floor 24 Church Street West, Elmira

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1 TOWNSHIP OF WOOLWICH SPECIAL COUNCIL MINUTES Thursday, January 26, :00 p.m. Council Chambers, 2 nd Floor 24 Church Street West, Elmira Present from Council: Mayor Sandy Shantz, Councillors Mark Bauman, Scott Hahn, Murray Martin, Pat Merlihan and Larry Shantz Present from Staff: David Brenneman, Chief Administrative Officer; Val Hummel, Director of Council and Information Services/Clerk; Dan Kennaley, Director of Engineering and Planning Services; Richard Petherick, Director of Finance/Treasurer; Ann McArthur, Director of Recreation and Facilities Services; Jenn Horndl, Facility Supervisor; Brad Hergott, Facilities; Rick Pedersen, Director of Protective Services/Fire Chief; Dale Martin, Deputy Fire Chief; Dennis Aldous, Fire Prevention Officer. Disclosures of Pecuniary Interest None. Presentations Waterloo Economic Development Corporation, Tony LaMantia, President and CEO Tony LaMantia, President and CEO of the Waterloo Economic Development Corporation, made a presentation to Council on the progress of the Waterloo Economic Development Corporation (Waterloo EDC) over the past year. He provided details of the year in review highlights as follows: Built a best-in-class go-to Concierge Service; Created shovel-ready/investment site inventory; Developed a marketing plan; Worked on increasing employment lands in the Townships; Worked with the Region on infrastructure support.

2 Delegations Elmeda Weber, Elmira Wagon Rides Elmeda Weber appeared before Council as a follow-up to the grant request presentation she made on January 12 th. She updated Council with respect to the partnerships and alternative sources of funding she has found for the Elmira Wagon Rides for Ms. Weber said she intends to pursue fundraising with other businesses in the community, hold a fundraising BBQ and install a money box for donations on the wagon. She requested a grant of $2,000 from Council. Randy Bird, on behalf of the Waterloo Central Railway, also addressed Council and advised them that he would like to help keep the wagon rides going in Waterloo Central Railway will be assisting Ms. Weber with providing insurance for the wagon rides in He commented that the wagon rides bridge the gap between Elmira downtown and the Waterloo Central Railway stop in Elmira. Prior to the wagon rides, very few people got off the train because of the walking distance to downtown. Ms. Weber noted that they have taken positives steps forward to secure funding for 2017, however they still fall short and are looking to the Township for support for the initiative. In response to an inquiry from a member of Council, Mr. Bird advised that the Waterloo Central Railway will continue to support the wagon ride initiative. Mr. Bird advised that they are not prepared to adjust their pricing on the train for events happening outside of the train; keeping their pricing the same is part of their business strategy. Council advised that it would consider the grant request later in the meeting during budget discussions. Committee of the Whole Moved By Councillor Hahn Seconded By Councillor Bauman THAT Council convenes into the Committee of the Whole....Carried

3 Budget Presentation and Deliberation Recreation and Facilities Services Ann McArthur, Director of Recreation and Facilities Services, reviewed each cost centre within the Recreation and Facilities Services portion of the draft 2017 She provided comments in support of the development of a Recreation Master Plan for the Township. She noted that this would cover a lot of issues including public consultation and long term recreation needs within the community to guide future development and planning. Council discussed the Recreation Master Plan at length. Members of Council shared concerns about cost, about setting community expectations if the Master Plan identifies the need for a new facility in a certain year, about the process lacking sufficient community engagement, and about the content of the former Recreation Master Plan. Moving on to equipment, Ms. McArthur discussed a couple of equipment failures that occurred over the last few months which will have an impact on the budget by approximately $100,000. The repairs include work caused by an ammonia leak, pool compressor failure, glass pane replacement and circulating pumps, seals and bearings. Ms. McArthur went on to explain that when the Township is faced with unforeseen repair costs, staff tries to offset this with increased revenue or under-spending in other areas of the She noted that other municipalities with similar equipment have experienced the same difficulties that the Township has faced. Additionally, some of the supply companies do not exist anymore which is a challenge when it comes to equipment repairs. Equipment breakdown has resulted in two cancelled ice times. Council asked questions regarding the concession stand at the Woolwich Memorial Centre, particularly with respect to staffing at the stand when it is not busy. Staff member Jenn Horndl advised that concession staff are sent home if they are not selling enough within an hour to make up the equivalent of their wage. She noted that this strategy has been very successful. Ms. Horndl further explained that public swimming is estimated based on averages over the last few years. The turnout at public swims tends to be weather dependent. Council discussed the currently vacant part-time position at the Fitness Centre. Staff was asked if any consideration had been given to leaving the position vacant. Ms. Horndl responded that the position is needed to ensure the fitness equipment receives preventative maintenance work and also carries the responsibility of keeping the equipment clean.

4 The Township of Woolwich Environmental Enhancement Committee s (TWEEC) budget was discussed and it was noted that some of the tree maintenance initiatives of the committee will be accommodated in the Park Maintenance cost centre. Council discussed the user fees for Woolwich Minor Soccer and the rental fees at the Bloomingdale and Conestoga Community Centres. Ms. McArthur will review the user fees for soccer with her staff. She advised that a child care program operates out of the Conestoga Community Centre. It no longer has exclusive use of the facility, and the rental rates have been increased by 10% in Council discussed funding for the Heidelberg Community Centre and questioned whether or not there is a possibility to ask for a contribution from Wellesley Township again. Mr. Brenneman commented that it won t hurt to ask again although Wellesley has been unwilling to invest in the facility to date. Council added a project to their Outstanding Activity List involving looking at the Breslau Community Centre as the possible location of a library. *Council recessed for five minutes. Council and Committee Budget Council discussed the training and development costs. Council agreed to transfer $2,000 from Council training and development to the Township of Woolwich Environmental Enhancement Committee (TWEEC) Capital Budget Mr. Petherick presented the capital Members of Council discussed the IT capital budget, particularly the asset management software and related support fees going forward. No changes were made. Engineering Services Department Council discussed engineering projects contained within the Capital Budget including sidewalks and paving for Conestoga Meats on Menno Street. Staff stated they are not recommending funding for Conestoga Meats paving in 2017, however this is something that Council might want to consider in 2018.

5 It was clarified that the requested Development Charges Supervisor position is a proposed 5 year contract. Moved By Councillor Bauman Seconded By Councillor Shantz That the Council of the Township of Woolwich directs staff to investigate amending the agreement between the Township of Woolwich and Conestoga Meats from 10 years to in perpetuity and to report back to Council on this matter. Carried Council considered a member s suggestion that the paving request by Conestoga Meats should be further considered in light of the company s expansion plans and with the knowledge that they have carried the costs associated with the installation of a new watermain. Moved By Councillor Shantz Seconded By Councillor Martin That the Council of the Township of Woolwich approve a 50/50 cost sharing arrangement with Conestoga Meats for paving of Menno Street. Defeated Council discussed the proposed cost sharing and noted that more consideration will need to go into this decision. It was noted that the paving work is not required today. Council gave no further direction on this matter at this time. Council considered a member s concern about the cost of having consultants prepare environmental assessments for bridges that are going to be permanently closed. Staff explained that Provincial legislation requires environmental assessment s before bridges can be closed. Council discussed sidewalk expansion planned for 2017 and the Region s street lighting retrofit program. Mr. Petherick clarified that the Township is undertaking internal debt financing for the streetlight retrofit project. Streetlights that are there currently are being replaced and some of the poles that are a problem are also being changed out. Council considered a member s suggestion to increase the infrastructure levy above 1.5% because of the deficit identified in the Road Needs Study. No action was taken. Council considered a member s suggestion to put all surplus funds into capital roads projects. No action was taken.

6 Fire Services Department Council discussed the items contained within the Fire Services section of the capital budget including the new Breslau aerial ladder and back-up generator for the Conestoga Fire Hall. Deputy Chief Dale Martin noted that the aerial ladder will replace the front line pumper in Breslau. He also advised Council that the Township fire halls are considered critical infrastructure and that staff feels it is prudent to ensure there is power at the fire station in the event of a power outage. In response to an inquiry from a member of Council, Fire Chief Rick Pedersen advised that pumpers have to be replaced after every 20 years or they need to be recertified and the fire hall rating will drop. Mr. Petherick noted that a draft Fleet Management Policy was included in the draft budget package. Staff will bring this back at a future Council meeting for discussion. Recreation and Facilities Services Department Council discussed items contained within the Recreation and Facilities Services portion of the Capital Budget, including the new ice resurfacer, grant funding received for Bolender Park, the development of an off leash dog park in Elmira and playground rehabilitation. Council discussed the need for replacement of the playground equipment in Breslau. Council provided direction to staff make revisions to the Capital Budget to provide some funding for Breslau in 2017 for playground equipment replacement. Council discussed items contained within the property maintenance portion of the Capital Budget including the energy audit and the Elmira Fire Station roof repair costs. Council considered the suggestion of one member to consider selling the works yard in Conestogo. No action was taken. Moved By Councillor Bauman Seconded By Councillor Shantz THAT the Council of the Township of Woolwich agree to extend the meeting to 11:45 p.m. Carried Unanimously

7 With respect to the items provided to Council for consideration in the draft 2017 budget, Council gave the following direction: Dept Division Category Amount Council Direction CAO CIS CIS Economic Initiatives Clerks Information Technology Engineering Admin Regional Partnerships Municipal Signage Program Minor Capital (For Web Casting) Traffic Counts and Calming $7,500 $10,000 $3,500 $8,500 Bridge External Contracts $6,000 Fire RFS RFS RFS RFS Roadside Roadside Roadside Roadside Hardtop All Fire Stations WMC WMC Parks Parks Tree Removal and Planting (Student Arborist) Tree Removal and Planting Rural Ditch Maintenance External Contracts Sump Pump Relocation Crack Sealing External Contract Fire Call (Substitute Program) Pool Part-time Salaries (Reduction in Public Swims on Sundays) Telephone (Delay replacement of 2 twoway radios) Part-time Salaries (Student Arborist) Maintenance Contracts (Turf Contract) $7,500 $5,000 $2,000 $5,000 $6,000 $16,250 $10,000 $2,500 $7,500 $5,000

8 Grant Request - Elmira Wagon Rides Moved By Councillor Bauman Seconded By Councillor Hahn THAT the Council of the Township of Woolwich approve one-time funding to Elmeda Weber for the Elmira Wagon Rides in the amount of $2,000. Defeated The Council and Information Services Department will inform Ms. Weber that her request to Council for funding was not approved. Mr. Petherick advised Council that they are currently sitting at a 3.18% tax increase. Council agreed to set aside some time at the next Council meeting on January 31 st to finalize the budget discussions and discuss the two new proposed staff positions, the Recreation Master Plan, the Infrastructure Levy and the current vacant part-time position at the Fitness Centre. Adoption of the Proceedings of the Committee of the Whole Moved By Councillor Martin Seconded By Councillor Bauman THAT the Committee of the Whole rise and report to Council. Carried Moved By Councillor Martin Seconded By Councillor Shantz THAT Council confirms and adopts the proceedings of the Committee of the Whole....Carried Adjournment Moved By Councillor Hahn Seconded By Councillor Shantz THAT the meeting adjourns to meet again in regular session on Tuesday, January 31, 2017 at 7:00 p.m....carried Sandy Shantz Mayor Valrie Hummel Clerk