Regular Council Meeting

Be it resolved that the agenda be approved as amended to include a closed session meeting following declarations of pecuniary interest.

Be it resolved that Council adjourns the meeting to proceed into a closed session at the hour of 3:01 PM to discuss the matter(s) under the following exemptions in the Municipal Act S. 239 (2) pertaining to: (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

Be it resolved that the meeting be reconvened at the hour of 3:35 PM.

Be it resolved that Council hereby adopts the following meeting minutes as circulated; February 23rd - Regular Council March 9th - Regular Council

Be it resolved that the presentation by Wellington Source Water Protection entitled "Source Water Protection in the Town of Erin" be received for information.

Be it resolved that Council hereby receive report number W2023-01 “2022 MECP Schedule 22 Summary Reports” for information.

Be it resolved that Council hereby receive report number R2023-01 “Contract 2023-02R – RFT Supply and Apply Maintenance Gravel” for information; And that Council direct staff to accept the bid received from Robinson Haulage Inc. for Supply and Apply Maintenance Gravel for a total contract value of $457,000.00 excluding H.S.T.

Be it resolved that Council hereby receive report number R2023-02 “Contract 2023-03R – RFT Surface Treatment” for information; And that Council direct staff to accept the bid received from MSO Construction for Surface Treatment for a total contract value of $99,900.00 excluding H.S.T.

Be it resolved that Council hereby receive report number R2023-03 “Contract 2023-04R – RFT Supply and Apply Dust Suppressant” for information; And that Council direct staff to accept the bid received from Pollard Distribution Inc. for Supply and Apply Dust Suppressant for a total contract value of $290,265.49 excluding H.S.T.

Be it resolved that Council hereby receive report number R2023-04 “Contract 2023-06R – RFT Miscellaneous Asphalt Repair” for information; And that Council direct staff to accept the bid received from Diamond Earthworks Corp. for Miscellaneous Asphalt Repair for a total contract value of $246,541.25 excluding H.S.T.

Be it resolved that Council hereby receive report number R2023-05 “Contract 2023-09R – RFT Supply and Deliver Winter Sand” for information; And that Council direct staff to accept the bid received from Mann 2018 Limited for Supply and Delivery Winter Sand for a total contract value of $478,310.00 excluding H.S.T.

Be it resolved that Council hereby receive report number R2023-06 “Contract 2023-14R – RFQ Tractor 140 HP” for information; And that Council direct staff to accept the bid received from Ed Stewards Garage & Equipment Ltd. for supply of a 140 HP Tractor for a total contract value of $249,449.36 excluding H.S.T.; And that Council authorize staff to utilize $79,449.36 from the equipment reserve to complete the purchase.

Be it resolved that Council hereby receive report number R2023-07 “Contract 2023-13R – RFQ 25 Ton HD Air Float Excavator Trailer” for information; And that Council direct staff to accept the bid received from Loadstar Trailers for the supply of a 25 Ton HD Air Float Equipment Trailer for a total contract value of $39,687.20 excluding H.S.T and including trade-in; And that Council authorize staff to utilize $9,687.20 from the equipment reserve to complete this purchase.

Be it resolved that Council hereby receive report number PR2023-02 “Contract 2023-01PR – RFQ John Deere 3039R Sidewalk Tractor” for information; And that Council direct staff to accept the bid received from Premier Equipment Ltd. for two John Deere 3039R Sidewalk Tractors for a total contract value of $226,950.00 excluding H.S.T.

Be it resolved that Council hereby receive report number PR2023-03 “Contract 2023-01PR – RFQ Tractor 4000 Series MX 5400” for information; And that Council direct staff to accept the bid received from Premier Equipment Ltd. for A Tractor 4000 Series MX 5400 Tractor for a total contract value of $116,004.54 excluding H.S.T.; And that Council authorize staff to utilize $66,004.54 from the equipment reserve to complete the purchase.

Be it resolved that Council hereby receive report number PR2023-04 “Parks and Recreation Department Pickup Truck Purchase” for information; And that Council direct staff to accept the bid received from Barrie Cullen Chevrolet Cadillac Ltd. for a Pickup Truck purchase for a total contract value of $60,773.00 excluding H.S.T; And that Council authorize staff to utilize $5,773.00 from the equipment reserve to complete this purchase.

Be it resolved that Council hereby receives report number PD2023-08 “Final Recommendation Report Zoning By-law (Z22-08) Helen Johnstone, 5611 Fifth Line” for information; And that Council approve the site-specific Zoning By- law Amendment Application by Helen Johnstone, 5611 Fifth Line, Town of Erin, and adopt the implementing Zoning By-law amendment.

Be it resolved that Council hereby receive report number FD2023-02 “Station 50 / City of Guelph Lease Agreement” for information; And that Council hereby approve the proposed By- Law as presented in Appendix A of this report.

Be it resolved that Council hereby receive report number FD2023-03 “Tanker 58 Request for Proposal 2023-01F” for information; And that Council accepts the bid from Dependable Emergency Vehicles at a price of $554,316.90 including the HST non-rebate portion; And that the budget shortfall of $104,316.90 be funded from the 2023 Vehicle reserve transfer.

Be it resolved that Council hereby receive report number F2023-06 “Community Grants Allocation Recommendation 2023” for information; And that Council direct staff to distribute proceeds as recommended by the Committee in Appendix A.

Be it resolved that Council receives report number F2023-07 “Appointment of External Auditor” for information; And that Council approve the proposed by-law as presented in Appendix A to appoint RLB LLP Chartered Professional Accountants to provide external audit services for the Town of Erin for the fiscal years of 2022 through to 2026.

Be it resolved that Council hereby receive report number F2023-08 “2023 Insurance Renewal” for information; And that Council approves Marsh Canada Inc. comprehensive insurance coverage for the term of April 1, 2023 to March 31, 2024 for the annual premium of $226,114 plus tax.

Be it resolved that Council directs the allocation of $41,000 from the Economic Development Reserve account to be allocated to paying for communication, marketing, and labour related costs for a communication and marketing plan to assist residents and local businesses with navigating through the construction resulting from the Town's wastewater project; including partnership programs with the Erin Chamber of Commerce; And that should grants be received for this project that those funds be allocated and exhausted first before any Town funds be expended; And that should the 2022 4th Quarter Financial Statements produce a surplus that any or all of the $41,000 spent be replenished in the Economic Development Reserve account.

Be it resolved that By-Law numbers 23-10 to 23-13 inclusive, are hereby passed. 23-10 Being a By-law to amend Zoning By-law 07-67, as amended, being the Zoning By-law for the Corporation of the Town of Erin for lands known as 5611 Fifth Line 23-11 Being a By-law to enter into a Development Agreement relating to 12 Orangeville Street, Part Lot 4 on Plan 806, Town of Erin 23-12 Being a By-law to repeal By-law 13-19 and authorize the Mayor and Clerk to enter into a Licence Agreement with the Corporation of the City of Guelph for the use of Station 50 23-13 Being a By-law to appoint Municipal Auditors for the Town of Erin and to repeal By-law #17-56

Be it resolved that the Council of the Corporation of the Town of Erin having given due consideration to the following By-law 23-14 as reproduced in this days Council agenda be passed and authorize the Mayor and Clerk to sign and seal same. 23-14 A By-law to confirm the proceedings of Council at its Regular Meeting held March 23, 2023

Be it resolved that the meeting be adjourned at the hour of 5:12 PM.