Stratford City Council
Regular Council Open Session
AGENDA

Meeting #:

4720th

Date:

Monday, May 08, 2023

Time:

7:00 P.m. - 8:00 P.m.

Location:

Council Chamber, City Hall

Council Present:

• Mayor Ritsma - Chair Presiding, 
• Councillor Beatty, 
• Councillor Biehn, 
• Councillor Briscoe, 
• Councillor Burbach, 
• Councillor Henderson, 
• Councillor Hunter, 
• Councillor McCabe, 
• Councillor Nijjar, 
• Councillor Sebben, 
• and Councillor Wordofa 

Staff Present:

• Joan Thomson - Chief Administrative Officer, 
• Tatiana Dafoe - City Clerk, 
• Kim McElroy - Director of Social Services, 
• John Paradis - Fire Chief, 
• Tim Wolfe - Director of Community Services, 
• Taylor Crinklaw - Director of Infrastructure and Development Services, 
• Karmen Krueger - Director of Corporate Services, 
• Anne Kircos - Director of Human Resources, 
• and Chris Bantock - Deputy Clerk 

To watch the Council meeting live, please click the following link: https://video.isilive.ca/stratford/live.html

A video recording of the meeting will also be available through a link on the City's website https://calendar.stratford.ca/meetings following the meeting.

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1.

Call to Order:

Mayor Ritsma, Chair presiding, to call the Council meeting to order.

Land Acknowledgment

Moment of Silent Reflection

Singing of O Canada

2.

Declarations of Pecuniary Interest and the General Nature Thereof:

The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member’s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and to otherwise comply with the Act.

Name, Item and General Nature of Pecuniary Interest

 

 

3.

Adoption of the Minutes:

• Motion by

  THAT the Minutes of the Special Meeting dated April 14, 2023 and the Regular Meeting dated April 24, 2023 of Council of The Corporation of the City of Stratford be adopted as printed.

4.

Adoption of the Addendum/Addenda to the Agenda:

• Motion by

  ​THAT the Addendum/Addenda to the Regular Agenda of Council and Standing Committees dated May 8, 2023 be added to the Agenda as printed.

5.

Report of the Committee of the Whole In-Camera Session:

5.1

At the April 24, 2023, Session, under the Municipal Act, 2001, as amended, a matter concerning the following item was considered:

4.2 Appointment of Directors to the Stratford Economic Enterprise Development Corporation (SEEDCo./investStratford) - Personal matters about an identifiable individual(s) including municipal employees or local board employees (section 239.(2)(b)).

• Motion by

  Stratford Economic Enterprise Development Corporation (investStratford) Recommendation: THAT the following candidates be appointed or re-appointed to the Board of Directors:

  • Franklin Famme, representing the Banking/Financial sector, is hereby re-appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a one year term to June 2024, or until a successor is appointed by Council.
  • Trevor McNeil, representing the Agriculture sector, is hereby re-appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a three year term to June 2026 with an option for an additional three year term, or until a successor is appointed by Council; and that an exemption be granted from the Appointments Policy.
  • Andrew Jantzi representing the Manufacturing sector, is hereby appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a three year term to June 2026, with an option for an additional three year term, or until a successor is appointed by Council.
  • Colin Schmidt, representing the Technology sector, is hereby re-appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a three year term to June 2026, or until a successor is appointed by Council.
  • Kate Dekok, representing the Small Business sector, is hereby re-appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a three year term to June 2026, or until a successor is appointed by Council.
  • Jeff Graham representing Festival Hydro for the University of Waterloo/Festival Hydro seat is hereby appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a three year term to June 2026 with an option for an additional three year term, or until a successor is appointed by Council; and that an exemption be granted from the Appointments Policy.
  • Shelley Stevenson, representing the Digital Media/Creative Economy sector, continue to be appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a term to June 2024, or until a successor is appointed by Council.
  • Lori Radke, representing Citizens at large, continue to be appointed to the Stratford Economic Enterprise Development Corporation Board of Directors for a term to June 2025, with an option for an additional three year term, or until a successor is appointed by Council.

  AND THAT section 2.9 of By-law 4-2023, as amended, be further amended to reflect the appointments to the investStratford Board of Directors.

5.2

At the May 8, 2023, Session, under the Municipal Act, 2001, as amended, a matter concerning the following item was considered:

4.1 Ad-hoc Grand Trunk Renewal Committee - Discussion of Potential Chair Resume – Personal matters about an identifiable individual, including municipal or local board employees (section 239.(2)(b).

6.

Hearings of Deputations and Presentations:

None scheduled.

7.

Orders of the Day:

7.1

Resolution - Stratford Attainable Market Housing Project Final Report (COU23-064)

Joani Gerber, Chief Executive Officer of investStratford and Caroline Baker, of Baker Planning Group will be present to speak to the report and answer questions.

A request to defer consideration of this matter to the May 23, 2023 Regular Council meeting has been received from Justine Nigro and Nicole Andre. The request to defer consideration of this report is listed for Council's consideration.

Ms. Andre re-submitted her comments from the January 23, 2023, Regular Council meeting, as outlined in the document attached to the agenda, for Council's consideration. She has also requested a formal response to questions raised at that meeting.

• Motion by

  Staff Recommendation: THAT the Stratford Attainable Housing Project – Project Summary Report including the Next Steps, as identified, be received;

  AND THAT the Corporate Leadership Team, with support from investStratford, be responsible for the oversight of the project implementation plan and next steps, if approved.

7.2

Resolution - Kelly Drain Engineering Report Consideration (COU23-062)

Joel Miller, Engineer, from K. Smart Associates Limited will be present to speak to the Engineering Report and answer questions.

• Motion by

  Staff Recommendation: THAT the Engineer’s Report “Engineering Report for Kelly Drain 2023”, dated April 5, 2023, be adopted;

  THAT the City Clerk be directed to set a date for the first sitting of the Court of Revision and to distribute the Provisional By-law and the Notice of the Court of Revision, in accordance with Sections 46(2) and 46(3) of the Drainage Act, R.S.O. 1990;

  THAT Council, having adopted the Engineering Report, give the attached Provisional By-law the two readings required by Section 45(1) of the Drainage Act, R.S.O 1990;

  AND THAT the Chair and Vice-chair of the Finance and Labour Relations Sub-committee be appointed to the Court of Revision.

7.3

Resolution - Request for Endorsement of Letters Regarding Basic Income for Income Security and Social Assistance Rates to Address Food Insecurity (COU23-065)

Candace Cunningham, Dietician at Huron Perth Public Health and Kristin Crane, Director, Social Research & Planning Council will be present at the meeting to answer questions.

• Motion by

  Staff Recommendation: THAT the letters drafted and attached to Report COU23-065 related to providing basic income in Canada and increasing social assistance rates to address food insecurity, be endorsed.

7.4

Resolution - 2021 and 2022 Status Update on the Multi-Year Accessibility Plan (COU23-054)

• Motion by
• Motion by

  Staff Recommendation: THAT the 2021 and 2022 Status Update on the City of Stratford 2018-2022 Multi-Year Accessibility Plan be received and uploaded to the City’s website.

7.5

Resolution - T-2023-15 Dunn’s Bridge Rehabilitation Tender Award (COU23-055)

• Motion by

  Staff Recommendation: THAT the Tender [T-2023-15] for the Dunn’s Bridge Rehabilitation Project, be awarded to Finnbilt General Contracting Limited, at a total tender price of $1,427,166.19, including HST;

  AND THAT the Mayor and Clerk, or their respective delegates, be authorized to sign the necessary Contract Agreement for the Dunn’s Bridge Rehabilitation Project [T-2023-15].

7.6

Resolution - Lifting a Reserve on McCarthy Road West (COU23-056)

• Motion by

  Staff Recommendation: THAT The Corporation of the City of Stratford declare Part 1 Plan 44R-1343 as public highway and dedicate it as forming part of the McCarthy Road West right-of-way.

7.7

Resolution - Thames West Phase 1 Subdivision Agreement (COU23-057)

• Motion by

  Staff Recommendation: THAT a Subdivision Agreement be entered into with Valley View Heights (St. Jacobs) Limited for the development of the Thames West Phase 1 subdivision;

  AND THAT the Mayor and Clerk, or their respective delegates, be authorized to execute the Subdivision Agreement on behalf of The Corporation of the City of Stratford.

7.8

Resolution - Tender T-2023-11 to Supply and Deliver One New Sewer / Flusher Combo Unit (COU23-058)

• Motion by

  Staff Recommendation:  THAT the Tender [T-2023-11] for the Supply and Delivery of One New Sewer / Flusher Combo Unit, be awarded to JD Brule Equipment at a total tender price of $734,443.50, including HST to improve the efficiency and service level of the Fleet Division while continuing to focus on the reduction of greenhouse gas emissions.

7.9

Resolution - Alcohol and Gaming Commission of Ontario (AGCO) Policy Update – Temporary Patios on Private Property (COU23-059)

• Motion by

  Staff Recommendation: THAT the Delegation of Authority By-law 135-2017, as amended, be further amended, to delegate authority to the City Clerk, or Deputy Clerk, or Director of Corporate Services to approve the use of temporary patios on private property.

7.10

Resolution - Abandonment of Portions of the McFarlane Municipal Drain and Finnegan Municipal Drain (COU23-060)

• Motion by

  Staff Recommendation: THAT a by-law to abandon portions of the Finnegan Municipal Drain within the limits of the City of Stratford, be adopted in accordance with the Drainage Act;

  AND THAT a by-law to abandon portions of the McFarlane Municipal Drain within the limits of the City of Stratford, be adopted in accordance with the Drainage Act.

7.11

Resolution - 2023 Community Grant Requests and Recommendations (COU23-061)

• Motion by

  Staff Recommendation: THAT the 2023 grant requests as recommended on the schedule attached to Report COU23-061 be approved for award as one-time (annual) grants, with the exception of the Royal Canadian Legion Remembrance Day Ceremony;

  THAT the 2023 grant request for the Royal Canadian Legion Remembrance Day Ceremony be approved for award as a multi-year grant for three years (2023, 2024, 2025), with 2024 and 2025 approvals being subject to budget consideration for those years;

  AND THAT any appeals received from applicants be considered by the Finance and Labour Relations Sub-committee.

7.12

Resolution - Artificial Turf Field Infill Material – Tender T-2023-19 Award (COU23-063)

• Motion by

  Staff Recommendation: THAT the Tender [T-2023-19] for the Supply and Installation of New Infill Material for the Artificial Turf Field, be awarded to Clean Turf Canada Inc. at a total tender price of $79,213.00, including HST;

  AND THAT the Mayor and Clerk, or their respective delegates, be authorized to sign all necessary tender contract documents.

8.

Business for Which Previous Notice Has Been Given:

None scheduled.

9.

Reports of the Standing Committees:

9.1

Report of the Finance and Labour Relations Committee:

• Motion by

  THAT the Report of the Finance and Labour Relations Committee dated May 8, 2023 be adopted as printed.

9.1.1

2023 Tax Rates and Tax Policy Matters (FIN23-014)

THAT the report of the Director of Corporate Services dated April 24, 2023 regarding 2023 tax rates and tax policy matters (FIN23-014) be received;

AND THAT the 2023 Tax Ratios and Tax Rates By-law be adopted as presented.

9.1.2

Q4 Operating Budget Variance Report at December 31, 2022 (FIN23-016)

THAT the Q4 Operating Variance Report at December 31, 2022, be received for information.

9.1.3

Human Resources Policies – New and Amended (FIN23-015)

THAT the Respectful Workplace Policy H.1.36 substantially in the form as attached to Report FIN23-015, be adopted;

AND THAT the Workplace Harassment, Sexual Harassment and Discrimination Policy H.1.6 and the Workplace Violence Policy H.1.23, as amended, be further amended substantially in the form as attached to Report FIN23-015.

9.2

Report of the Social Services Committee

• Motion by

  THAT the Report of the Social Services Committee dated May 8, 2023 be adopted as printed.

9.2.1

Canadian Mental Health Association Huron-Perth and Ontario Works Service Agreement (SOC23-013)

THAT The Corporation of the City of Stratford enter into an agreement with the Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services to deliver the Ontario Works Service Agreement as detailed in the agreement for 2023;

THAT the Mayor and Clerk, or their respective delegates, be authorized to execute the agreement with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services on behalf of the municipal corporation;

AND THAT City Council delegates its signing authority to the Director of Social Services or the Chief Administrative Officer to execute future renewal agreements with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services until 2028, subject to satisfactory contract performance or any amendments to funding identified by the City.

9.2.2

One-Time Funding – Additional Ontario Works Caseworker (SOC23-014)

THAT the report titled “One-Time Funding – Additional Ontario Works Caseworker” (SOC23-014) be received for information.

9.2.3

Service Agreement between Festival Hydro Inc. – Low Income Energy Assistance Program [LEAP] (SOC23-015)

THAT The Corporation of the City of Stratford enter into an agreement with Festival Hydro Inc. for the Social Services Department to act as the lead agency and intake agency for the delivery of the Low-Income Energy Assistance Program (LEAP) commencing May 1, 2023, and expiring on April 30, 2026;

AND THAT the Director of Social Services or the Chief Administrative Officer be authorized to execute the agreement on behalf of the Corporation.

10.

Notice of Intent:

None scheduled.

11.

Reading of the By-laws:

11.1

Reading of By-laws 11.1.1 to 11.1

The following By-laws require First and Second Readings and Third and Final Readings and could be taken collectively upon unanimous vote of Council present:

• Motion by

  THAT By-laws 11.1.1 to 11.1.13 be taken collectively.

• Motion by

  THAT By-laws 11.1.1 to 11.1.13 be read a First and Second Time.

• Motion by

  THAT By-laws 11.1.1 to 11.1.13 be read a Third Time and Finally Passed.

11.1.1

Award of Tender for the Dunn's Bridge Rehabilitation Project

To authorize the acceptance of a tender and the entering into and execution of a contract with Finnbilt General Contracting Limited for the Dunn’s Bridge Rehabilitation Project (T-2023-15).

11.1.2

Award of Tender for the Supply and Delivery of One Sewer Cleaner Flusher Combo Truck Unit

To authorize the acceptance of a tender with JD Brule Equipment for the supply and delivery of one Sewer Cleaner Flusher Combo Truck Unit (T-2023-11).

11.1.3

Dedication of Part of McCarthy Road West as Public Highway

To dedicate Part 1, Plan 44R-1343, as public highway forming part of McCarthy Road West in the City of Stratford.

11.1.4

Abandon a Portion of the Finnegan Municipal Drain in the City of Stratford

To abandon a portion of the Finnegan Municipal Drain in the City of Stratford.

11.1.5

Abandon a Portion of the McFarlane Municipal Drain in the City of Stratford

To abandon a portion of the McFarlane Municipal Drain in the City of Stratford.

11.1.6

Subdivision Agreement with Valley View Heights (St. Jacobs) Limited for the Thames West Phase 1 Subdivision

To authorize the entering into and execution of a Subdivision Agreement with Valley View Heights (St. Jacobs) Limited for the Thames West Phase 1 development.

11.1.7

Award Tender for the Supply and Installation of New Infill Material for the Artificial Turf Field

To authorize the acceptance of a tender with Clean Turf Canada Inc. for the supply and installation of New Infill Material for the Artificial Turf Field (T-2023-19).

11.1.8

Appointments to the Stratford Economic Enterprise Development Corporation Board of Directors

To amend By-law 4-2023, as amended, to make appointments to the Stratford Economic Enterprise Development Corporation Board of Directors.

11.1.9

Delegation of Authority to Approve the Use of Temporary Patios on Private Property

To amend By-law 135-2017, as amended, to delegate Council’s authority to the Director of Corporate Services, or City Clerk or Deputy Clerk, to approve the use of temporary patios on private property.

11.1.10

Set Tax Ratios, Tax Rates and Tax Reductions for 2023

To set tax ratios, tax rates and tax reductions for prescribed subclasses for the year 2023 and govern and regulate the finances of The Corporation of the City of Stratford.

11.1.11

Agreement with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services to Deliver Support Services to Social Services Clients

To authorize the entering into and execution of an Ontario Works Service Agreement Purchase of Service Agreement with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services to deliver support services to clients of the Social Services Department, for a one-year term to December 31, 2023, with an option to renew annually to 2027.

11.1.12

Delegation of Authority to Execute Renewal Agreements with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services

To amend By-law 135-2017, as amended, to delegate Council’s authority to the Director of Social Services or the Chief Administrative Officer, or their respective delegates, to execute Ontario Works Service Agreement Purchase of Service Annual Renewal Agreements with Canadian Mental Health Association Huron-Perth Addictions and Mental Health Services to deliver the support services program to Ontario Works clients to December 31, 2027.

11.1.13

Agreement with Festival Hydro Inc. for the Provision of the Low Income Energy Assistance Program

To authorize the entering into and execution of a Service Agreement with Festival Hydro Inc., for the provision of the Low-Income Energy Assistance Program (LEAP) for a three-year term until April 30, 2026.

11.2

Reading of By-law 11.2.1

The following By-law requires First and Second Readings:

• Motion by

  THAT By-law 11.2.1 be read a First and Second Time.

11.2.1

Repair and Improvements to the Kelly Drain

To provide for the repair and improvements to the Kelly Drain 2023 in the City of Stratford.

12.

Consent Agenda: CA-2023-045 to CA-2023-056

Council to advise if they wish to consider any items listed on the Consent Agenda.

13.

New Business:

14.

Adjournment to Standing Committees:

The next Regular Council meeting is May 23, 2023 in the Council Chamber, City Hall.

• Motion by

  THAT the Council meeting adjourn to convene into Standing Committees as follows:

  • Infrastructure, Transportation and Safety Committee [7:05 p.m. or thereafter following the Regular Council meeting];
  • Planning and Heritage Committee [7:10 p.m. or thereafter following the Regular Council meeting]; 

  and to Committee of the Whole if necessary, and to reconvene into Council.

15.

Council Reconvene:

15.1

Declarations of Pecuniary Interest made at Standing Committees

The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member’s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act.

Declarations of Pecuniary Interest made at Standing Committee meetings held on May 8, 2023 with respect to the following Items and re-stated at the reconvene portion of the Council meeting:

Name, Item and General Nature of Pecuniary Interest

 

15.2

Committee Reports

15.2.1

Planning and Heritage Committee

• Motion by

  THAT Item 4.1 of the Planning and Heritage Committee meeting dated May 8, 2023 be adopted as follows:

  4.1 Management Report for Zone Change Application Z08-22 (PLA23-006)

  THAT Application Z08-22 to amend zoning provisions relating to uses permitted in the R4 zone BE APPROVED for the following reasons:

  1. The request is consistent with the Provincial Policy Statement;
  2. The request is in conformity with the goals, objectives, and policies of the Official Plan;
  3. The Zone Change will facilitate development that is appropriate where permitted; and
  4. The public was considered during the application circulation and comments that have been received in writing or at the public meeting has been reviewed, considered and analyzed with the planning report.

  AND THAT Council pass a resolution that no further notice is required under Section 34(17) of the Planning Act.

15.2.2

Infrastructure, Transportation and Safety Committee

• Motion by

  THAT Item 5.1 of the Infrastructure, Transportation and Safety meeting dated May 8, 2023 be adopted as follows:

  5.1  Replacement of Social Services Vehicle (ITS23-013)

  THAT authorization be given to staff to proceed with procurement of a used vehicle to replace the damaged Social Services fleet H5, for a cost not exceeding $45,000, including HST.

15.3

Reading of the By-laws (reconvene):

The following By-laws require First and Second Readings and Third and Final Readings and could be taken collectively upon unanimous vote of Council present:

By-law 11.15 Amend Zoning By-law to Rezone All Lands with R4 Zoning in the City of Stratford

To amend By-law 10-2022 as amended, with respect to zone change application Z08-22 by the City of Stratford to amend the R4 Zoning for all lands in the City of Stratford.

By-law 11.16 Confirmatory By-law

To confirm the proceedings of Council of The Corporation of the City of Stratford at its meeting held on May 8, 2023.

• Motion by

  THAT By-laws 11.15 and 11.16 be taken collectively.

• Motion by

  THAT By-laws 11.15 and 11.16 be read a First and Second Time.

• Motion by

  THAT By-laws 11.15 and 11.16 be read a Third Time and Finally Passed.

15.4

Adjournment of Council Meeting

Meeting Start Time:
Meeting End Time:

• Motion by

  THAT the May 8, 2023 Regular Council meeting adjourn.