Agenda
The Blue Mountains
Committee of the Whole Meeting

Meeting #:

Date:

Monday, September 15, 2025

Time:

9:30 A.m. - 4:30 P.m.

Location:

Town Hall, Council Chambers and Virtual Meeting

32 Mill Street, Thornbury, ON

Prepared by: Corrina Giles, Town Clerk

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A.

Call to Order

A.1

Traditional Territory Acknowledgement and Moment of Reflection

We would like to begin our meeting by recognizing the First Nations, Metis and Inuit peoples of Canada as traditional stewards of the land.  The municipality is located within the boundary of Treaty 18 region of 1818 which is the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples.

A.2

Approval of Agenda

• Recommended (Move, Second)

  THAT the Agenda of September 15, 2025, be approved as circulated, including any items added to the Agenda.

A.3

Declaration of Pecuniary Interest

NOTE: In accordance with the Municipal Conflict of Interest Act and the Town Procedural By-law 2023-62, Council Members must file a written statement of the interest and its general nature with the Clerk for inclusion on the Registry.

A.4

Previous Minutes

• Recommended (Move, Second)

  THAT the Committee of the Whole minutes of August 25, 2025 be adopted as circulated, including any revisions to be made.

B.

Staff Reports, Deputations, Correspondence

Administration, Corporate & Financial Services - To be chaired by Deputy Mayor Bordignon

B.1

Deputations, if any

None

B.2

Public Comment Period regarding matters included in the Administration, Corporate and Financial Services portion of the meeting (each speaker is allotted three minutes)

NOTE: In accordance with the Town Procedural By-law 2023-62 ten minutes is allotted at the beginning and end of each section of the Committee of the Whole Meeting to receive public comments regarding matters included on the Agenda. Each person shall provide their name and address, and is required to address their comments to the Chair. Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting, it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters that have been the subject of a Public Meeting. If a person is unable to personally attend the meeting, or during any period where an
emergency has been declared to exist in the municipality, they shall provide their Public Comments in writing to the Clerk in advance of the meeting for the Clerk to read on behalf of the author during the Public Comment Period.

B.3

Correspondence, if any

None

B.4

Staff Reports

B.4.1

Part of Cedar Street Road Allowance (Plan 395) Property Purchase, ADM.25.058

• Recommended (Move, Second)

  THAT Council receive Staff Report ADM.25.058, entitled “Part of Cedar Street Road Allowance (Plan 395) Property Purchase”;

  AND THAT Council approves the By-law to permanently close a portion of the Cedar Street Plan 395 Road Allowance, as attached to Staff Report ADM.25.058;

  AND THAT Council approves the sale of a portion of the Cedar Street Plan 395 Road Allowance in the amount of $13,225 to Wayne Smith and Donna Harrison and authorizes the Mayor and Clerk to execute the Agreement of Purchase and Sale, and all associated documentation to effect the sale of the subject lands.

B.4.2

Q2 2025 Financial Analysis and Capital Project Status, CFS.25.044

NOTE: This Report will be available by Friday, September 12, 2025

• Recommended (Move, Second)

  THAT Council receive Staff Report CFS.25.044, entitled “Q2 2025 Financial Analysis and Capital Project Status”, for information purposes.

B.4.3

Budget Guidelines and Economic Overview Report, CFS.25.047

NOTE: This Report will be available by Friday, September 12, 2025

• Recommended (Move, Second)

  THAT Council receive Staff Report CFS.25.047, entitled “Budget Guidelines and Economic Overview Report” for information;

  AND THAT Council approve the proposed 2026 Budget framework and assumptions and guiding principles;

  AND THAT Council approve the funding of previous years’ unfinanced projects as follows:

  1. Purchase of the Grey Rd 19 property (known as the Tees Please property) through the creation of a Land Acquisition Reserve – noting that this will be considered internal borrowing until this reserve is funded – in the amount of $3,616,982 (inclusive of internal interest);
  2. Purchase of Grey Rd 2 property (known as the Ravenna Operations Centre), 75% Development Charges (DC) (as defined in the DC Background Study) and 25% through the Infrastructure and Public Works (IPW) Asset Replacement Reserve Fund – in the amount of $1,689,217 (inclusive of internal interest and Studies);
  3. Bridges 2 & 3 as defined in the Ontario Structure Inspection Manual (OSIM) report, through the Bridges & Culverts Asset Replacement Reserve Fund in the amount of $1,462,708;
  4. Public Works Replacement Equipment including a Grader in the amount of $804,257 through the IPW Asset Replacement Reserve Fund;
  5. The Blue Mountains Affordable Housing Corporation (BMAHC) loans including interest in the amount of $744,671 through the Working Capital Reserve Fund (noting that this will be considered internal borrowing);
  6. Birch View Trail Local Improvement (Asset Management Portion only, noting that the LI portion has been billed to the property owners) through the Water Reserve Replacement fund in the amount of $606,154;
  7. Purchase of the Arthur St. W property through the land acquisition reserve – in the amount of $573,107 (noting that previously in the 2021 budget it was expected to be funded through DCs, however Parking is not an eligible service for DCs beginning in 2022 noting also that the DC reserve fund for this service is in arrears);
  8. Thornbury West Road Construction to be funded by 33% from each of the following reserve funds: PW, Water and Wastewater Asset Replacement Reserve Funds, in the amount of $529,044;
  9. Grey Rd 40 / Indian Circle Wastewater project to be funded through the Wastewater Reserve Fund, in the amount of $451,659;
  10. Monterra Road resurfacing through the Ontario Community Infrastructure Fund (OCIF), in the amount of $350,673;
  11. A single axle plow to be funded through the PW Asset Replacement Reserve in the amount of $315,787;
  12. The Site Characterization Study and Landfill Expansion to be funded through the Solid Wast Asset Replacement Reserve in the amount of $288,531;
  13. 125 Peel Street N Studies to be funded through the DC Reserve Fund in the amount of $240,246;
  14. Financial Software replacement project to be funded through the Working Capital Reserve in the amount of $161,051;
  15. Water/Wastewater Projects including the Clarksburg Concept Design, Hoover/Tesky servicing, Craigleith Watermain, Wensley Dr Servicing and Swiss Meadows Water supply through the Water and Wastewater Asset Mgmt Replacement Funds in the amount of $373,617.

B.4.4

Records Retention Bylaw Annual Update, ADM.25.060

• Recommended (Move, Second)

  THAT Council receive Staff Report ADM.25.060, entitled “Records Retention By-law – Annual Update”;

  AND THAT Council direct staff to include the attached draft “By-law to Provide a Schedule of Retention Periods for the Records of The Corporation of the Town of The Blue Mountains”, being a By-law to repeal and replace the current Records Retention By-law 2024-82, on the September 29, 2025 Council Agenda, for Council consideration

B.5

Public Comment Period regarding matters included in the Administration, Corporate and Financial Services portion of the meeting (each speaker is allotted three minutes)

Strategic Initiatives - To be chaired by Councillor Porter

B.6

Deputations, if any

None

B.7

Public Comment Period regarding matters included in the Strategic Initiatives portion of the meeting (each speaker is allotted three minutes)

NOTE: In accordance with the Town Procedural By-law 2023-62 ten minutes is allotted at the beginning and end of each section of the Committee of the Whole Meeting to receive public comments regarding matters included on the Agenda. Each person shall provide their name and address, and is required to address their comments to the Chair. Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting, it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters that have been the subject of a Public Meeting. If a person is unable to personally attend the meeting, or during any period where an
emergency has been declared to exist in the municipality, they shall provide their Public Comments in writing to the Clerk in advance of the meeting for the Clerk to read on behalf of the author during the Public Comment Period.

B.8

Correspondence, if any

None

B.9

Staff Reports

B.9.1

Progress Update #1 - Status of the Corporate Strategic Plan Update, SI.25.029

• Recommended (Move, Second)

  THAT Council receive Staff Report SI.25.029, entitled “Progress Update #1 - Status of the Corporate Strategic Plan Update” for information;

B.9.2

Overview of 2026 Strategic Initiatives Budget Requests, SI.25.031

• Recommended (Move, Second)

  THAT Council receive Staff Report SI.25.031, entitled “Overview of 2026 Strategic Initiatives Budget Requests”;

  AND THAT Council directs staff to include the Communications Review, Economic Development Action Plan and Phase 1 of the Gateway & Wayfinding projects in the 2026 Budget Process for consideration.

  AND THAT Council directs staff to apply for external grants to support the identified projects as funding opportunities become available;

  AND THAT Council acknowledges that progress reports on the implementation status of the 2021 - 2025 Communications Strategy and the 2021 – 2025 Economic Development Strategy will be presented to Council in Q4 2025.

B.9.3

Municipal Accommodation Tax Evaluation Criteria and Process, SI.25.030

• Recommended (Move, Second)

  THAT Council receive Staff Report SI.25.030, entitled “Municipal Accommodation Tax Evaluation Criteria and Process”;

  AND THAT Council approves the recommended evaluation criteria as attached to assess projects supported by the Town’s share of Municipal Accommodation Tax (MAT) funds;

  AND THAT Council approves the Municipal Accommodation Tax project evaluation process as outlined and directs staff to follow this process as a trial for the 2026 Budget Process.

B.10

Public Comment Period regarding matters included in the Strategic Initiatives portion of the meeting (each speaker is allotted three minutes)

Community Services - To be chaired by Councillor Ardiel

B.11

Deputations, if any

B.11.1

Lyn Townsend & Frank Duyvelshoff, Marsh Street Community Centre

Re: Update on Various Initiatives at the Marsh Street Community Centre

B.12

Public Comment Period regarding matters included in the Community Services portion of the meeting (each speaker is allotted three minutes)

NOTE: In accordance with the Town Procedural By-law 2023-62 ten minutes is allotted at the beginning and end of each section of the Committee of the Whole Meeting to receive public comments regarding matters included on the Agenda. Each person shall provide their name and address, and is required to address their comments to the Chair. Comments shall not refer to personal, litigation or potential litigation matters, or be in response to matters that have been the subject of a Public Meeting, it being noted that the verbal commenting period has ended. Written correspondence may still be received in response to matters that have been the subject of a Public Meeting. If a person is unable to personally attend the meeting, or during any period where an
emergency has been declared to exist in the municipality, they shall provide their Public Comments in writing to the Clerk in advance of the meeting for the Clerk to read on behalf of the author during the Public Comment Period.

B.13

Correspondence, if any

B.13.1

Kirby Philp, President Probus

Re: Application for Proclamation
(For Council Consideration) 

B.14

Staff Reports

B.14.1

Report in response to Hazel Milne request, CS.25.035

• Recommended (Move, Second)

  THAT Council receive Staff Report CS.25.035, entitled “Report in response to Hazel Milne request”;

  AND THAT Council approve Option #1 to coordinate with the gateway entrance sign project.

B.14.2

Leisure Activity Plan and Parks, Trails and Open Space Masterplan 2026, CS.25.033

• Recommended (Move, Second)

  THAT Council receive Staff Report CS.25.033, entitled “Leisure Activity Plan and Parks, Trails and Open Space Masterplan 2026”;

  AND THAT Council direct Staff to include the Leisure Activity Plan and Parks, Trails and Open Space Masterplan in the 2026 budget:

  AND THAT Council direct staff to include a Task Force in the project following a consultant being hired.

B.15

Public Comment Period regarding matters included in the Community Services portion of the meeting (each speaker is allotted three minutes)

C.

New and Unfinished Business

C.1

Committees of Council Reports

C.1.1

Agricultural Advisory Committee Report dated July 17, 2025

C.2

Notice of Motion (Council)

C.3

Additions to the Agenda

D.

Notice of Meeting Dates

Committee of the Whole Meeting, Operations, and Planning & Building Services, September 16, 2025
Town Hall, Council Chambers and Virtual

Council Meeting, September 29, 2025
Town Hall, Council Chambers and Virtual

Council, Public Meeting, September 30, 2025
Town Hall, Council Chambers and Virtual

Committee of the Whole Meeting, Administration, Corporate & Financial Services, Strategic Initiatives, and Community Services,  October 6, 2025
Town Hall, Council Chambers and Virtual

Committee of the Whole Meeting, Operations, and Planning & Building Services, October 7, 2025
Town Hall, Council Chambers and Virtual

E.

Adjournment

• Recommended (Move, Second)

  THAT this Committee of the Whole does now adjourn at TIME p.m. to meet again on October 6, 2025, Town Hall, Council Chambers and Virtually, or at the call of the Chair.