Committee of the Whole

That Memo 2025-01 - Environmental Advisory Committee regarding Support for the Inclusion of Sub Watershed Studies for Rural Hamlets in the 2026 Municipal Budget be received for information.

That the correspondence from the Ganaraska Region Conservation Authority (GRCA) be received; and That the Council of the Municipality of Port Hope endorse the actions being undertaken by the GRCA; and That staff be directed to prepare and submit a letter of support to the Ministry of the Environment, Conservation and Parks (MECP) no later than December 22, 2025, confirming Council’s endorsement of the GRCA’s actions; and That a copy of this resolution be circulated to all Northumberland Municipalities, County of Northumberland and the GRCA.

That consideration of the Donation of Gandhi Statute to the Municipality be

That the presentation by Robin Dines, Chair and Lee Bowden, Manager, Marketing and Administration, HBIA, regarding 2026 Budget be r eceived for information.

That Council decrease the time period as set out in subsection 7(3) of O'Reg 530/22 to pass a resolution making an amendment to the proposed budget to 14 days.

That Council decrease the time period as set out in subsection 7(10) of O'Reg 530/22 to override the head of Council's veto of an amendment to the proposed budget to 11 days.

That the updated draft Common and Special Services Tax Allocation by-law be presented to Council for approval; and That By-law 28/2014 and amending By-law 46/2017 be repealed.

That a By-law be presented to Council to approve short-term borrowing for 2026.

That Council authorize the transfer of $27,746 from the Library Reserve to fund the website development and other information technology related equipment and software upgrades.

That Council receive Report LLS-01-25 for information.

That Council defer consideration of Report LLS-02-25 regarding the Proclamation and Flag Raising Requests Policy until after it has considered the Equity Diversity and Inclusion (EDI) Policy with anti-oppression framework.

That Report LLS-03-25 be received for information.

That Staff be directed to proceed with implementation of the Administrative Monetary Penalty System; and That Staff be directed to undertake the steps necessary to enter into an agreement with the Ministry of Transportation and Ministry of the Attorney General for the purpose of implementing an Administrative Penalty System (AMPS); That Staff be directed to prepare and bring the following By-laws forward for consideration at a future Council meeting: By-law to adopt Administrative Monetary Penalties; and By-law to appoint a Screening Officer and Hearing Officer; and By-law to govern and control the parking of vehicles in the Municipality of Port Hope, removing those violations from the Traffic and Parking By-law 39-2008; and That the Municipal Solicitor/Director of Legal and Legislative Services be delegated authority to sign any agreements necessary for this purpose. That the Chief Administrative Officer (CAO) be delegated authority to approve policies necessary in order to implement and operate an Administrative Monetary Penalty System

That Council direct staff to negotiate the terms and provisions of an updated lease and user agreement between Trinity College School and the Municipality of Port Hope permitting Municipal use of Trinity College School lands, municipally known as, Parts 11, 12, 13, 14 and 15, Plan 39R 7949 for a 3-year term ending December 31, 2028 ; and That the Mayor and Clerk be authorized to execute any agreements, amendments and other documents as may be necessary to facilitate the agreement subject to the satisfaction of staff and legal counsel; and That By-law 84-2022, being the previous lease agreement with Trinity College School, be repealed once the updated lease and user agreement has been executed.

That the Mayor and Clerk be authorized to enter into an Agreement with Circular Materials Ontario to allow the use of the Transfer Site located at 4775 5 th Line to collect recycling materials from rural residential properties; and That the Mayor and Clerk be authorized to execute any agreements, amendments and other documents as may be necessary to facilitate the agreement subject to the satisfaction of staff and legal counsel.

That Council receive Report WE-11-25 as information.

That Council approve a budget increase of $103,225.00 (net HST) for the Henderson Street Urbanization Environmental Assessment (EA) and Design Project, to be fully funded by funds collected through the 60 Henderson Site Plan Agreement; and That Council authorize staff to issue a conditional award letter to award the additional scope in the amount of $129,150.00 (net HST) to be included as part of the future Capital Budget for Contract Administration and Inspection services related to the Urbanization of Henderson Street, conditional on the project moving to the construction phase.

WHEREAS effective decision-making and public transparency are strengthened when elected officials provide sufficient context and background for proposed motions; and WHEREAS the Municipality of Port Hope’s current Procedural Bylaw does not explicitly provide for the inclusion of supporting materials (such as background reports or research) with Notices of Motion brought forward by members of Council; and WHEREAS many municipalities in Ontario permit and even encourage the inclusion of such supporting documentation to assist Council, staff, and the public in understanding the purpose of a motion and to assist Council in the deliberative process; and WHEREAS inclusion of supporting documentation supports transparency and accountability by demonstrating due diligence by the moving Councillor in preparing a motion responsibly and allowing the public to understand the rationale behind a motion brought forward by their elected officials; and WHEREAS inclusion of supporting documentation can also mitigate against the need for deferrals due to lack of context and can prevent the need for a staff report that could cause unnecessary delay or unnecessarily burden staff; NOW THEREFORE BE IT RESOLVED THAT Council direct staff to update the current Procedural Bylaw with language permitting Members of Council to include supporting documents when submitting Notices of Motion, subject to any reasonable limitations regarding timing, appropriateness, accessibility, and privacy; and THAT any rec

1. That Staff be directed to proceed with implementation of the Administrative Monetary Penalty System; and 2. That Staff be directed to undertake the steps necessary to enter into an agreement with the Ministry of Transportation and Ministry of the Attorney General for the purpose of implementing an Administrative Penalty System (AMPS); 3. That Staff be directed to prepare and bring the following By-laws forward for consideration at a future Council meeting: o By-law to adopt Administrative Monetary Penalties; and o By-law to appoint a Screening Officer and Hearing Officer; and o By-law to govern and control the parking of vehicles in the Municipality of Port Hope, removing those violations from the Traffic and Parking By-law 39-2008; and 4. That the Municipal Solicitor/Director of Legal and Legislative Services be delegated authority to sign any agreements necessary for this purpose. 5. That the Chief Administrative Officer (CAO) be delegated authority to approve policies necessary in order to implement and operate an Administrative Monetary Penalty System