Regular Council

THAT the Minutes of the Regular Meeting of Council of The Corporation of the City of Stratford dated November 12, 2024, be adopted as printed.

THAT the Addenda to the Regular Agenda of Council and Standing Committees dated November 25, 2024, be added to the Agenda as printed.

THAT the presentation by Roger Koert and Andy Mark, on behalf of the Accessibility Advisory Committee, of the 2024 Annual Accessibility Award, be heard.

THAT Robert Ritz be heard.

THAT Jane Marie Mitchell be heard.

THAT Council receive the City of Stratford’s 2024 Water and Wastewater Rate Study and O. Reg 453/07 Financial Plan prepared by DFA Infrastructure International Incorporated, for information.

THAT the report titled, “Erie Street Parking Lot Development Options” (COU24-140), be received for information. Members of Council and staff held a discussion regarding the following: Regular Council Minutes 9 November 25, 2024  an overview of the process for receiving unsolicited proposals if Council does not give direction to staff to receive them;  staff being able to review unsolicited proposals which are formal in nature and have financial considerations included, and presenting them to Council for consideration;  Council being open to opportunities to develop the site;  there being an interest in seeing a business case for expanding the Erie Street Parking Lot to increase parking and add residential options as it compliments the work being done on the Grand Trunk site;  a Request for Expression of Interest (REOI) for the development of the site being released before 2026;  the timeline to develop and release a REOI;  the need for the easements in the Erie Street Parking Lot to be resolved prior to proceeding as it represents a big roadblock;  there being a policy for cash-in-lieu of parking for the downtown core; and  the increased densities in developments putting more pressure on the parking needs in the downtown core. The Mayor called the question on the motion.

THAT the development of a Request for Expression of Interest for the Erie Street Parking Lot Development be

THAT Council supports the application and authorizes staff to apply for the Federation of Canadian Municipalities’ Local Leadership for Climate Adaptation initiative, seeking funding for Climate-Ready Plans and Processes to advance actions outlined in the Community Climate Action Plan; AND THAT the City expansion initiative for additional staff capacity be considered during 2025 budget deliberations.

THAT the Request for Proposal (RFP-2024-22) for Integrity Commissioner Services be awarded to Boghosian + Allen LLP; THAT as the appointed Integrity Commissioner for the City of Stratford, David Boghosian, Managing Partner of Boghosian + Allen LLP will fulfill all statutory requirements pursuant to sections 223.3 and 223.8 of the Municipal Act, 2001, and pursuant to the Municipal Conflict of Interest Act, R.S.O. c M.50, as amended; AND THAT a by-law be enacted to authorize the Mayor and Clerk, or their respective delegates, to execute an agreement with David Boghosian, Managing Partner of Boghosian + Allen LLP for the provision of Integrity Commissioner Services to December 31, 2026, with an option to renew for two years at the sole discretion of the City of Stratford. Members of Council held a discussion regarding the following:  there being concerns with the proposed appointment for the integrity commissioner as they were fired by Sudbury Council from the same role earlier this month;  it being hard to find integrity commissioners who have not been criticized for their decisions;  there being criticisms regarding the proposed appointee that their reports are not based on facts; and  there being concerns that the metrics to evaluate the proposals are no longer fair as the evaluations were completed prior to the incident in Sudbury. The Mayor called the question on the motion.

THAT report titled, “Organizational Structure Changes – Corporate Services” (COU24-139), be received; AND THAT the Mayor and Clerk be authorized to sign relevant appointment by-laws. In response to a member's enquiry, the Director of Corporate Services noted that the organizational structure change does not involve adding new staffing resources to the current complement. The Director added that it involves a change in title in order to delegate duties under the Municipal Act, ensuring continuity and protecting the City from an operational standpoint. The Mayor called the question on the motion.

THAT the report titled, “Draft 2022 Audited Financial Statements” (COU24-142), dated November 25, 2024, be received for information; AND THAT Council approve the Draft 2022 Audited Financial Statements to be finalized, including any minor changes if required.

Regular Council Minutes 13 November 25, 2024 THAT the report titled, “Municipal Accommodation Tax (MAT) Update October 2024” (COU24-143), dated November 25, 2024, be received for information. Members of Council and staff held a discussion regarding the following:  how compliance with the Municipal Accommodation Tax (MAT) By- law is tied to licensing;  most accommodators having been licensed and are in compliance with the by-law;  there being some accommodators who are not fully compliant with the by-law as they have not completed the reporting requirement however staff are working with them to ensure that they meet the requirement;  By-law Enforcement staff working with operators in order for them to be licensed;  staff assisting operators to meet the Building Code and Planning Act requirements to get them into compliance with the by-law;  there being no policy for allocating the MAT however the reserve fund speaks to what it can be used for; and  the reserve fund being loosely defined to allow for Council to have a wide range of use of the funds. The Mayor called the question on the motion.

THAT Council approve the proposed revision to the HR Contingency Reserve target balances and clarification language; Regular Council Minutes 14 November 25, 2024 THAT Council authorize the transfer of the Cemetery Reserve Fund into the renamed Parks, Cemetery and Recreation Reserve Fund as outlined in Report COU24-144; THAT Council authorize the closure of the Cemetery Reserve Fund; AND THAT Council support the amendments to the threshold language for the Water and Wastewater Rate Stabilization and Capital Reserve Funds.

THAT the report titled, “H.1.5 Hiring of Employees – Administrative Policy” (COU24-145), be received for information. In response to an enquiry from a member, the Director of Human Resources noted that there is flexibility to allow for in-person or virtual interviews as part of the hiring process. The Mayor called the question on the motion.

THAT the report titled, “Revised Consolidated Travel and Conference Expense Policy” (COU24-147), dated November 25, 2024, be received for information; THAT the draft Travel and Conference Expense Policy attached to Report COU24-147 be approved and staff be directed to finalize formatting of Appendix A; Regular Council Minutes 15 November 25, 2024 AND THAT policies T.2.1 and T.2.2 be rescinded and replaced with the revised Travel and Conference Expense Policy.

THAT the report titled, "10-Year Dark Fibre Lease Agreement with Rhyzome" (COU24-146), be received for information; AND THAT the Mayor and Clerk, or their respective delegates, be authorized to sign the Dark Fibre Lease Agreement and any related documents.

THAT the resignation of Andy Bicanic from the Ad-Hoc Grand Trunk Renewal Committee be accepted.

THAT the Report of the Finance and Labour Relations Committee dated November 25, 2024, be adopted as printed.

THAT the Report of the Infrastructure, Transportation and Safety Committee dated November 25, 2024, be adopted as printed.

THAT By-laws 132-2024 to 133-2024 be taken collectively.

THAT By-laws 132-2024 to 133-2024 be read a First and Second Time.

THAT By-laws 132-2024 to 133-2024 be read a Third Time and Finally Passed.

THAT By-law 134-2024 be read a First and Second Time.

THAT By-law 134-2024 be read a Third Time and Finally Passed.

THAT Joan Ayton and Susan L. Kummer be appointed as citizen representatives to the Stratfords of the World (Ontario) Advisory Committee to November 14, 2026, or until a successor is appointed by Council and that an exemption be granted from the term limit in the Appointments Policy C.3.1. Members of Council held a discussion regarding the following:  there being no compelling reasons to extend the terms for the proposed appointees;  Council having approved extensions of term limits in the past for other committees;  the importance of having turnover in committees to encourage new thought;  the Stratfords of the World Advisory Committee not advising or providing recommendations to Council but rather promotes Stratford to the world; and Regular Council Minutes 20 November 25, 2024  the committee having the ability to request a reduction in the number of members if they need it. A member requested a recorded vote. Members of Council and staff continued the discussion as follows:  the appointments to committees being reviewed every two years as new members are appointed on a staggered basis;  it being important to provide notice to the committee if the composition is to be reduced;  there being concerns if the committee has any relevance at this time as the City is not hosting the annual reunion;  Council being reminded to not weigh the time of committees against other committees;  the Stratfords of the World Advisory Committee members working to bring something to the

THAT staff be directed to re-advertise for the two vacant positions on the Stratfords of the World (Ontario) Advisory Committee.

THAT the Council meeting adjourn to convene into Standing Committees as follows:  Social Services Committee [7:05 or thereafter following the Regular Council meeting]; and to Committee of the Whole if necessary, and to reconvene into Council.

THAT By-law 135-2024 be read a First and Second Time.

THAT By-law 135-2024 be read a Third Time and Finally Passed.

THAT the November 25, 2024, Regular Council meeting adjourn.