Stratford City Council
Regular Council Open Session
AGENDA

Meeting #:

4742nd

Date:

Monday, May 13, 2024

Time:

7:00 P.m. - 9:00 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, 
• Audrey Pascual - Deputy Clerk, 
• Kim McElroy - Director of Social Services, 
• Tim Wolfe - Director of Community Services, 
• Taylor Crinklaw - Director of Infrastructure Services, 
• Karmen Krueger - Director of Corporate Services, 
• Adam Betteridge - Director of Building and Planning Services, 
• Neil Anderson - Director of Emergency Services/Fire Chief, 
• and Dave Bush - Director of Human Resources 

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.

---

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

Respectful Workplace Policy Statement

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 Regular Meeting of Council of The Corporation of the City of Stratford dated April 22, 2024, 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 13, 2024, be added to the Agenda as printed.

5.

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

5.1

At the May 6, 2024 Session, under the Municipal Act, 2001, as amended, matters concerning the following items were considered:

4.1 Respectful Workplace Policy Education and Training Session - A meeting of a council or local board or of a committee of either of them may be closed to the public if the following conditions are both satisfied:

1. The meeting is held for the purpose of educating or training the members.
2. At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee. 2006, c. 32, Sched. A, s. 103 (1). (section 239.(3.1)).

As the purpose of this item was to provide members of Council with an education and training session on the City's Respectful Workplace Policy no direction was given.

4.2 Proposed Disposition of Land (Long-Term Care Home) - Proposed or pending acquisition or disposal of land by the municipality or local board (section 239.(2)(c)) (includes municipal property leased for more than 21 years), and Advice that is subject to solicitor-client privilege including communications necessary for that purpose (section 239.(2)(f)), and A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (section 239.(2)(k)).

At the In-camera Session, a report and legal advice were received. Direction was also given to the Chief Administrative Officer and the City's Solicitor.

5.2

The May 13, 2024 Committee of the Whole In-camera Session has been cancelled.

6.

Hearings of Deputations and Presentations:

6.1

Presentation of Green Recognition Awards

Presentation to selected residents, businesses and/or organizations for efforts in helping Stratford move towards the target of a 30% reduction in greenhouse gas emissions by 2030.

7.

Orders of the Day:

7.1

Resolution - City of Stratford Strategic Priorities 2024-2027 (COU24-043)

• Motion by

  Staff Recommendation: THAT Council adopt the Strategic Priorities as presented in Report COU24-043 to guide and focus Council’s key activities over its term;

  THAT the Mission, Vision, and Values for the City of Stratford attached to Report COU24-043 be formally adopted;

  THAT staff be directed to use the Strategic Priorities to guide its work in advising Council and in exercising its administrative responsibilities;

  AND THAT staff provide regular updates to monitor the progress of the Strategic Priorities.

7.2

Resolution - William Allman Memorial Arena Roof Replacement – Tender Award (COU24-044)

• Motion by

  Staff Recommendation: THAT the Tender for the supply and installation of new flat roofing systems for the William Allman Memorial Arena, be awarded to Grand Valley Roofing & Coatings Inc. at a total cost of $397,041.32, including HST;

  THAT the Tender for the supply and installation of a new barrel roofing system for the William Allman Memorial Arena, be awarded to John Kenyon Limited at a total cost of $1,251,371.04, including HST;

  THAT Recreation Capital Reserve Fund R-R11-RECR be used to provide the funding required;

  AND THAT if additional work is required, subject to approval by the Director of Community Services, an additional contingency of $91,228 be authorized to fund any potential issues not within the initial scope of work from Recreation Capital Reserve Fund R-R11-RECR.

7.3

Resolution - Revised By-law 2024 BIA Levy (COU24-045)

• Motion by

  Staff Recommendation: THAT a by-law to amend Schedule “A” to By-law 28-2024, be adopted.

7.4

Resolution - Road Widening for Consent Application B08-22, 26 Cobourg Lane (COU24-046)

• Motion by

  Staff Recommendation: THAT the conveyance of Part 1 on Reference Plan 44R-6206 from Nextgen Property Holdings Ltd. to The Corporation of the City of Stratford, be authorized;

  AND THAT upon conveyance of Part 1 on Reference Plan 44R-6206 to the City of Stratford, these lands be dedicated public highway forming part of Cobourg Lane.

7.5

Resolution - Forman Avenue and St. Vincent Street South Sidewalk Construction Tender Award (COU24-047)

• Motion by

  Staff Recommendation: THAT the Tender (T-2024-15) for the Forman Avenue and St. Vincent Street South Sidewalk Construction Contract be awarded to Chad Hartman Construction Inc. at a total tender price of $145,391.45, including HST;

  AND THAT the Mayor and City Clerk, or their respective delegates, be authorized to sign the necessary Contract Agreement.

7.6

Correspondence - Call for Nominations to the 2024-2026 Board of Directors

Members of Council wishing to put their names forward must complete the Nomination Form and obtain a Council resolution of support.

Nomination forms and supporting material must be submitted electronically to the Association by 12:00 Noon on Monday, June 24, 2024.

7.7

Correspondence - Leave of Absence

• Motion by

  THAT Ian Morton be granted a leave of absence from the Active Transportation Advisory Committee and the Energy and Environment Advisory Committee.

7.8

Correspondence - Resignation from the Accessibility Advisory Committee

• Motion by

  THAT the resignation of Heather Contois from the Accessibility Advisory Committee be accepted. 

8.

Business for Which Previous Notice Has Been Given:

None scheduled.

9.

Reports of the Standing Committees:

9.1

Report of the Community Services Committee

• Motion by

  THAT the Report of the Community Services Committee dated May 13, 2024, be adopted as printed.

9.1.1

Stratford Memorial Boys Softball Association Agreement – Use of Packham (COM24-004)

THAT the Stratford Memorial Boys Softball Association Agreement – Use of Packham (COM24-004) report dated April 11, 2024, be received for information.

9.1.2

Transit Bus Electrification Feasibility Study Results (COM24-002)

THAT the Transit Bus Electrification Study Results (COM24-002) be received for information;

AND THAT staff provide updates on the project to Council when available.

9.2

Report of the Finance and Labour Relations Committee

9.2.1

Integrity Commissioner Services and Request for Proposal (FIN24-010)

THAT a request for proposal be issued in 2024 for integrity commissioner services;

AND THAT the following requirements be mandatory:

• the successful bidder will have at least ten (10) years of legal or quasi-judicial experience, or senior municipal management; and
• minimum of three (3) references for whom the proponent has satisfactorily provided Integrity Commissioner services in the past 5 years; and
• the term of the contract be to December 31, 2026.

10.

Notice of Intent:

None noted.

11.

Reading of the By-laws:

​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 to 11.6 be taken collectively.

• Motion by

  THAT By-laws 11.1 to 11.6 be read a First and Second Time.

• Motion by

  THAT By-laws 11.1 to 11.6 be read a Third Time and Finally Passed. 

11.1

Award Tender for Supply and Installation of Roofing Systems for the William Allman Memorial Arena

To authorize the acceptance of a tender, execution of a contract and the undertaking of work from Grand Valley Roofing & Coatings Inc. for the supply and installation of roofing systems for the William Allman Memorial Arena.

11.2

Award Tender for Supply and Installation of a New Barrel Roofing System for the William Allman Memorial Arena

To authorize the acceptance of a tender, execution of a contract and the undertaking of work from John Kenyon Limited for the supply and installation of a new barrel roofing system for the William Allman Memorial Arena.

11.3

Amend Downtown Stratford BIA Budget By-law 2024

To amend Schedule “A” of By-law 28-2024.

11.4

Award Tender for Forman Avenue and St. Vincent Street, South Sidewalk Construction Project

To authorize the acceptance of a tender, execution of a contract and the undertaking of work from Chad Hartman Construction Inc. for the Forman Avenue and St. Vincent Street South Sidewalk Construction project (T-2024-15).

11.5

Conveyance for the Widening of Cobourg Lane

To accept the transfer (conveyance) from Nextgen Property Holdings Ltd. of Part 1 on Reference Plan 44R-6206.

11.6

Dedication of Part of Cobourg Lane as Public Highway

To dedicate Part 1 on Reference Plan 44R-6206 as public highway forming part of Cobourg Lane in the City of Stratford.

12.

Consent Agenda: CA-2024-69 to CA-2024-86

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 28, 2024 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 13, 2024 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

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 11.7 Confirmatory By-law

To confirm the proceedings of Council of The Corporation of the City of Stratford at its meeting held on May 13, 2024.

• Motion by

  THAT By-law 11.7 be read a First and Second Time.

• Motion by

  THAT By-law 11.7 be read a Third Time and Finally Passed.

15.3

Adjournment of Council Meeting

Meeting Start Time:
Meeting End Time:

• Motion by

  THAT the May 13, 2024, Regular Council meeting adjourn.