The Corporation of the City of Woodstock
Council Agenda

Meeting #:

Date:

Thursday, October 02, 2025 at 1:30 P.m. - 4:30 P.m.

Location:

Council Chambers

This meeting will be held in-person  in accordance with section 238 (3.3) of the Municipal Act, 2001 as amended and section 16.6.24 of the City of Woodstock Procedure by-law. The meeting will be livestreamed to the City’s YouTube channel and a recording of this meeting will also be posted on the City website following the meeting.

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1.

Closed Session

Closed session commences at 12:45 p.m. in the 2nd Floor Board Room for the consideration of a personal matter about an identifiable individual; a matter relating to negotiations to be carried on by the municipality; and, a matter regarding a proposed or pending acquisition or disposition of land by the municipality.

Councillor K. Leatherbarrow will read the resolutions

>Denotes late items.

2.

Disclosure of Pecuniary Interest

3.

Disclosure of New Business

4.

Matters Arising from the Minutes

5.

Minutes

5.a

September 18, 2025 - Regular Council Minutes

6.

Additions to the Agenda

7.

Presentations

8.

Delegations

9.

Consideration of Planning Reports

9.a

Request for Extension of Draft Approved Plan of Subdivision 32T-08003 – Lunor Group Inc.

Recommendation:
That Woodstock City Council advise Oxford County that the City supports a 3-year extension to the draft approval of the Lunor Group Inc. subdivision, (32T-08003), for lands described as Part of Lots 14 & 15, Concession 1 (Blandford) in the City of Woodstock to October 31, 2028, as set out in Report No. CP 2025-285.

10.

Consideration of Correspondence

11.

Presentations from Staff and Approved Agents

11.a

Jamie Cook & Bradley Post, Watson & Associates Economists Ltd.-Updates to the County Growth Forecasts and Land Needs Analysis

These presenter will both be attending virtually. Meghan House, Senior Policy Planner for Oxford County, will be attending in person.

12.

Mayor’s Reports

13.

Councillor Reports

14.

Department Reports

The following resolutions have been prepared to facilitate Council's perusal of the various matters and are suggested for consideration

14.a

Administrative Services

14.b

Engineering

14.c

Cultural Services

14.c.1

Purchase of a DCI Projector and 20ft L Screen for TIFF movies

Recommendation:
That Woodstock City Council waive the tendering requirements of Municipal Code Chapter 376 – Procurement of Goods and Services and authorize the purchase of a DCI Projector and 20ft Screen with labour, in the amount of $135,105.88 plus HST, from Hamilton Video & Sound Ltd.

14.d

Parks and Recreation

14.d.1

Cowapolooza Budget

Recommendation:
That Woodstock City Council pre-approve the 2026 Cowapolooza expenditure budget of $155,000 for 2026.

14.e

Economic Development

14.e.1

Parking Payment In Lieu Of

Recommendation:
That Woodstock City Council approve an amendment to Municipal Code Chapter 504 to implement a cash-in-lieu per parking space to be set at $10 for up to 10 parking spaces required by the City of Woodstock Zoning Bylaw in residential development proposals within the area defined in Schedule “D” of this Chapter commencing October 6, 2025 and ending April 6^th, 2026;

And further that the amending by-law be referred to the by-law section of the agenda.

14.f

Clerks

14.f.1

2025 Records Retention Schedule Update

Recommendation:
That Woodstock City Council refer the 2025 Records Retention Schedule Update to the bylaw section of the agenda.

14.f.2

Citizen Appointments to the Woodstock Accessibility Advisory Committee 2025-2026 (October 2025)

Recommendation:
That Woodstock City Council appoint Eliza McClelland and Kirsten Ouellette to the Accessibility Advisory Committee for a term from October 2, 2025, to November 14, 2026.

14.f.3

2026 Regular Council Meeting Schedule

Recommendation:
That the Woodstock City Council meeting dates for the months of July, August and December 2026 and January 2027 be scheduled for 7:00 p.m. on the following dates:

• Thursday, July 9, 2026
• Thursday, August 13, 2026
• Thursday, December 10, 2026 and,
• Thursday, January 14, 2027;

And further that the Committee of Adjustment meeting and the Planning meeting scheduled for Monday, November 15, 2026 be rescheduled to Tuesday, November 16, 2026, due to the 2022 – 2026 term of Council inaugural meeting.

14.g

Chief Administrative Officer

14.g.1

Norwich Boundary Adjustment Final Approval

Recommendation:
That the necessary by-law be read in order to authorize the Mayor and Clerk to execute the Boundary Adjustment Agreement between the Corporation of the City of Woodstock, the Corporation of the Township of Norwich and Oxford County.

14.g.2

>Temporary Discount Rate for Advertising in What’s on Woodstock

Recommendation:
That Woodstock City Council approves a temporary discount of 15% to advertising rates for the What’s on Woodstock magazine for the duration of the Canada Post Strike.

14.h

Human Resources

14.i

Fire Services

14.j

Public Works

14.j.1

Solid Waste Services – Follow-Up on Curbside Collection Changes

Recommendation:
That Woodstock City Council receive the report regarding Solid Waste Services – Follow-Up on Curbside Collection Changes as information.

14.j.2

Parks Department Replacement Tractor

Recommendation:
That Woodstock City Council approve the sole source purchase of a Kubota Tractor 39HP 4WD for Project EQU00033 Parks – Replace Tractors at a cost of $53,449.16 excluding taxes, funded from the Equipment Reserve Fund.

14.k

Information Technology

15.

Special Committee and Advisory Task Force Reports

16.

Notice of Motion

17.

New Business

17.a

Councillor M. Schadenberg put forth the following motion for Council's consideration:

Whereas, in April 2025, Council received a presentation by MHBC and JPM Architecture Inc. outlining the conceptual plan for the Woodstock Civic Square and City Hall Expansion; and

Whereas, the estimated cost of the conceptual plan for the City Hall Expansion is $23.7 million; and

Whereas, for planning purposes, the proposed Civic Square is currently identified in the Capital Budget forecast for 2027, and the City Hall Expansion for 2028, with both projects to be considered as part of the annual budget process;

Now Therefore Be It Resolved that Woodstock City Council directs staff to prepare a report outlining potential options to reduce the scope and associated costs of the proposed City Hall Expansion project;

And further that this report should include, but not be limited to, the feasibility of repurposing the existing Council Chambers for office use and relocating Woodstock City Council meetings to the Oxford County Council Chambers.

18.

Draft By-laws

18.a

9778-25 - A by-law to authorize the Mayor and Clerk to enter into an agreement between the City of Woodstock, the Township of Norwich and The County of Oxford with respect to the arrangements pertaining tothe restructuring of boundaries

18.b

9779-25 - A by-law to repeal and replace by-law 9748-25 a by-law which provided for the classification, retention, and destruction of records of the Corporation of the City of Woodstock.

18.c

9780-25 - A by-law to amend City of Woodstock Municipal Code Chapter 504 – Parking Payments In Lieu Of

19.

Questions and Address by Members of Council

This portion of the meeting is not recorded.

20.

Adjournment