Special Council

THAT the Minutes of the Regular Meeting of Council of The Corporation of the City of Stratford dated May 13, 2024, be adopted as printed.

THAT Jean-Michel Chadillon be heard.

THAT staff be directed to appeal the Committee of Adjustment decision made at the May 15, 2024 meeting regarding 161 Nelson Street (A15-24 and B05-24). Further discussion was held with respect to:  regulations relating to tandem parking;  the planning analysis completed for the minor variance and land severance application;  the process for an appeal;  the Planning Act and how it supersedes the City's Official Plan and Zoning By-law;  the importance of accessing affordable housing funds;  the need for infill developments; and  the housing and affordability crisis. Mayor Ritsma called the question on the motion.

THAT the petition from Jean-Michel Chadillon regarding a request to appeal the Committee of Adjustment decision made at the May 15, 2024 meeting regarding 161 Nelson Street (A15-24 and B05-24), be received.

THAT Robert Lemon be heard.

THAT Crystal Spicer on behalf of Stratford Summer Music be heard.

THAT the request for an extension to the draft approval of Draft Plan of Vacant Land Condominium 31CDM17-001 be APPROVED for an additional two (2) year term from the date of this Council approval for lands described as Lots 511, 512, 513, 514, 521, 522, 523, 524, 603, 604, 605, 606, 608, 609, 610 and 611 and Part of John Street and Part of Lots 510, 525, 526, 612, 619, 620 and 621 Registered Plan No. 47 to allow additional time to address engineering design and land ownership conflict matters affecting the clearance of all the conditions of draft approval prior to registration.

THAT City Council does not express concern with the issuance of a special occasion permit for The 25th Annual Brian Sippel Memorial Slo-Pitch Tournament to be held August 30- September 1, 2024 at the Stratford Packham Road Sports Complex subject to necessary permits being obtained, compliance with the City's Municipal Alcohol Risk Policy, and the required certificates of insurance being provided prior to the event.

THAT City Council does not express concern with the issuance of a special occasion permit for the Stratford Ladies and Men's Slo Pitch League tournament to be held September 6-8, 2024 at the Stratford Packham Road Sports Complex subject to necessary permits being obtained, compliance with the City's Municipal Alcohol Risk Policy, and the required certificates of insurance being provided prior to the event.

THAT the tender T-2024-08 for the Moderwell Street Reconstruction Project be awarded to Birnam Excavating Ltd., at a total tender price of $944,290.79 including HST; AND THAT the Mayor and Clerk or their respective delegates be authorized to sign the necessary Contract Agreement for construction contract T-2024-08. A member questioned whether there will be parking restrictions for the street following the construction period. The Director of Infrastructure Services advised that they are not aware of parking restrictions being put in place after the construction period. The Mayor called the question on the motion.

THAT the supply of new LED lighting fixtures for the corporate facilities, from City Electric Supply be accepted at a total cost of $84,148.19, including HST; THAT the installation of new LED lighting fixtures for the corporate facilities, from BKS Electric Technical Services be accepted at a total cost of $78,535, including HST; AND THAT Facilities Capital Reserve Fund (FACI) be used to provide the funding required. A member questioned whether City staff can complete the replacement of the lighting fixtures in City facilities. The Director of Community Services advised that there is no licensed electrician on staff to complete the work. A vibrant city, leading the way in community-driven excellence. Special Council Minutes 11 June 3, 2024 The Mayor called the question on the motion.

THAT the Tender (T-2024-06) for the Supply and Delivery of two Hydrostatic Articulating 4-Wheel Drive Sidewalk Tractors and Attachments be awarded to Work Equipment Ltd. at a total tender price of $400,381.60, including HST.

THAT the Tender for the supply and installation of the new roofing system for the Administration of Justice Building, be awarded to Proteck Roofing & Sheet Metal Inc. at a total cost of $531,350.86, including HST; THAT Facilities Capital Reserve Fund (FACI) 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 $11,502.09 be authorized to fund any potential issues not within the initial scope of work from Facilities Capital Reserve Fund (FACI).

THAT a by-law to amend Schedule “A” to By-law 84-2008, to appoint Fire Department officials, be adopted.

THAT the Tender for the Supply and Delivery of One Compact Tractor and Attachments be awarded to Stratford Farm Equipment Ltd. at a total tender price of $64,887.04, including HST.

THAT the Tender (T-2024-10) for the Erie Street Road Widening project be awarded to Steve Smith Construction Corporation at a total tender price of $2,773,307.45, including HST; AND THAT the Mayor and City Clerk, or their respective delegates, be authorized to sign the necessary Contract Agreement for the Erie Street Road Widening project (T-2024- 10). A member questioned the number of total trees to be replaced as part of the work. The Director of Infrastructure Services advised that there is a total of four trees being replaced, some of which are due to poor health and some due to infrastructure conflict. A vibrant city, leading the way in community-driven excellence. Special Council Minutes 13 June 3, 2024 The Mayor called the question on the motion.

THAT the motion to increase the 2024 Community Grant for Stratford Summer Music to $25,000.00 be amended to increase the grant amount to $30,000.00. Discussion continued on:  there being $80,000 remaining in the reserve; and  the policy containing several parameters for use of funds and many organizations using community grants for operational costs. A vibrant city, leading the way in community-driven excellence. Special Council Minutes 14 June 3, 2024 Mayor Ritsma called the question on the motion to amend the main motion.

THAT the revised 2024 Community Grants and Fee Waivers as outlined in the schedules to Report COU24-056, be approved, with the exception of Item 17 (Here For Now Theatre Company).

THAT the 2024 Community Grant for Item 17, Here For Now Theatre Company, as outlined in the schedule to Report COU24- 056, be approved.

THAT the Community Grants Evaluation Committee be authorized to proceed with communicating with applicants as outlined in the report; THAT the Community Grants Evaluation Committee be authorized to proceed with a review of the program and bring a report back to Council with changes for consideration; AND THAT any appeals received from applicants be considered by the Finance and Labour Relations Sub-committee.

THAT Council receives Hybrid Remote Work Arrangement Policy (HRWA) Report (COU24-058) for information. Members of Council and Staff held a discussion with respect to:  whether it is appropriate to negotiate it in the collective agreement as they come up, the Director of Human Resources advised that the collective agreement serves as a reference but the hybrid work arrangement will be discussed between the employee and the manager; and  whether employees have to be called back in during certain situations, the Director of Human Resources advised that while A vibrant city, leading the way in community-driven excellence. Special Council Minutes 16 June 3, 2024 employees are working remotely, they are still considered to be at work and will have to report in person should the need arise as per their collective agreements. Members of Council thanked staff for bringing the policy forward. Members commented that the policy is important for attracting and retaining talent and to address the changing nature of the workforce. Mayor Ritsma called the question on the motion.

THAT the expression of interest [EOI] from Vanmeurs Farms Ltd., be accepted for the lease of approximately 160 acres of land at the Stratford Municipal Airport for a one-year term; THAT a one (1) year lease agreement with Vanmeurs Farms Ltd. for the lease of 160 acres of land described as Part of Lots 39, 40, 41, Concession 5 and Parts of Lots 38, 39, 40 and 41 Concession 6, from January 1, 2024 to December 31, 2024, be authorized; AND THAT the Mayor and City Clerk, or their respective delegates, be authorized to sign the Lease Agreement. It was noted the land had not been planted. The Mayor called the question on the motion.

THAT Item 9.1.2 and Item 9.1.3 from the Report of the Infrastructure, Transportation and Safety Committee dated June 3, 2024, be adopted as printed.

THAT the Report of the Planning and Heritage Committee dated June 3, 2024, be adopted as printed.

THAT By-law 53-2024, as amended to By-law 61-2024 be taken collectively.

THAT By-law 53-2024, as amended to By-law 61-2024 be read a First and Second Time.

THAT By-laws By-law 53-2024, as amended to By-law 61-2024 be read a Third Time and Finally Passed.

THAT By-law 62-2024 be read a First and Second Time.

THAT By-law 62-2024 be read a Third Time and Finally Passed.

THAT the matter with respect to the rates of outstanding leases for City- owned farmlands be

THAT the Council meeting adjourn to convene into Standing Committees as follows:  Social Services Committee [6:05 p.m. or thereafter following the Regular Council meeting]; and  Community Services Committee [6:10 p.m. or thereafter following the Regular Council meeting] and to Committee of the Whole if necessary, and to reconvene into Council.

THAT By-law 63-2024 be read a First and Second Time.

THAT By-law 63-2024 be read a Third Time and Finally Passed.

THAT the June 3, 2024, Special Council meeting adjourn.