HomeMy WebLinkAboutDecember 04, 2003 - Council COUNCIL MINUTES
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
P.O. Box 160, 9344 Plank Road
STRAFFORDVILLE, ONTARIO
Thursday,December 4,2003
9:00 a.m.
The inaugural meeting of the Council of the Municipality of Bayham was held beginning at 9:00
a.m. on Thursday, December 4, 2003 in Council Chambers. Present were Mayor Lynn Acre
Deputy Mayor Mathew Schafer, Councillors Mark Taylor, Paul Ens and Cliff Evanitski,
Administrator Kyle Kruger and Clerk Lynda Millard.
Chief Building Official Dwayne Daniel and Treasurer Suzanna Mantel were in attendance to
present their respective reports.
1. INAUGURAL MEETING OF COUNCIL
(a) CALL TO ORDER--Lynda Millard, Clerk called the meeting to order at 9:00 a.m.
(b) PRAYER—Rev. Barbara Clark Straffordville Pastoral Charge, United
Church of Canada offered prayer on behalf of the members serving for the new term of
Council.
(c) DECLARATIONS OF ELECTED OFFICES were subscribed by the members of
Council for the upcoming term.
(d) STATEMENTS BY MEMBERS were made outlining appreciation of support given
them by the electors of Bayham and expressing their enthusiasm and anticipation of
supportively working together during the upcoming term.
(e) SOCIAL BREAK & PHOTO SESSION
A short social break and photo session followed.
The meeting reconvened at 9:50 am.
2. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL
NATURE THEREOF
None
3. APPROVAL OF MINUTES
Minutes of the Regular Meeting of Council held November 6, 2003
2003-536 Moved by M. Schafer
Seconded by C. Evanitski
"THAT the minutes of the regular meeting of the Municipality of Bayham held
November 6,2003 be approved."
Disposition: Motion Carried Unanimously
4. DELEGATIONS
None
COUNCIL MINUTES - 196 - December 4, 2003
5. INFORMATION ITEMS
2003-537 Moved by P. Ens
Seconded by M. Schafer
"THAT Information Items 5(a) through 5(p) be received for information."
Disposition: Motion Carried Unanimously
(a) Ontario Municipal Board confirmation of Hearing Room arrangements in regard to the
Municipality of Bayham Comprehensive Zoning By-law.
File: A16
(b) Draft minutes of the Joint Cemetery Board meeting held November 25, 2003.
File: C06
(c) Draft minutes of the Community Centres Committee meeting held November 27, 2003.
File: C06
(d) Minutes of the Bayham Community Policing&N.W. Committee meeting held
November 19, 2003.
File: C06
(e) Draft minutes of the Bayham Economic Development& Tourism meeting held
November 26, 2003.
File: C06
(f) Minutes of the Elgin Group Police Services Board meeting held October 21, 2003.
File: C06
(g) Detachment Commander's Report Elgin Group Police Services Board, October 2003.
File: P17
(h) Association of Municipalities of Ontario correspondence dated November 17, 20, 21 and
25, 2003 regarding"Martin Confirms his Interest in a Strong Municipal Agenda",
"Government has Released Long-Awaited Nuisance Bear Report", "New Source Water
Protection Committees Announced", "New Municipal Provincial Relationship Begins
Today", "Local Decisions to be in Hands of Local Politicians" and"AMO Responds to
Minister of Energy Announcement".
File: A01
(i) "Dialogue"the Elgin, Middlesex, Oxford Local Training Board Newsletter, Fall/Winter
2003 edition.
File: M07
(j) "Report from the Hill"Hon. Gar Knutson M.P. November 2003 Newsletter.
File: A16
(k) Correspondence received November 27, 2003 from the Salvation Army regarding their
Community Service Order Program.
File: A01
(1) Alzheimer Advocate publication November 2003 edition.
File: S08
(m) Rural Ontario Municipal Association correspondence dated November 25, 2003
regarding Nominations and Elections to be held at the 2004 annual ROMA/OGRA
conference.
File: A01
(n) Federation of Canadian Municipalities dated November 6, 2003 regarding 2004
Sustainable Community Awards.
File: A01
COUNCIL MINUTES - 197 - December 4,2003
5. INFORMATION ITEMS (continued)
(o) Draft minutes of the Port Burwell Marine Museum Committee meeting held November 4,
2003.
File: C06
(p) County of Elgin fax dated December 2, 2003 regarding the Warden's Election being held
December 9 at 7:00 p.m.
File: A16
6. PLANNING, DEVELOPMENT, RECREATION & TOURISM
1. CORRESPONDENCE AND REPORTS
(a) Correspondence dated November 16,2003 from Carole Boivin regarding Rick Hanson
Wheels in Motion Fundraiser.
File: A01
2003-538 Moved by M Taylor
Seconded by M Schafer
"THAT the correspondence dated November 16,2003 from Carole Boivin regarding
Rick Hanson Wheels in Motion Fundraiser be received;
AND THAT the information be circulated to local groups and organizations for
consideration."
Disposition: Motion Carried Unanimously
7. ROADS, AGRICULTURE & DRAINAGE
I. CORRESPONDENCEAND REPORTS
(a) Verbal Report regarding changes to Snow Removal Contracts for 2003/2004 and
amending By-law 2003-111.
File: L04
2003-539 Moved by M Schafer
Seconded by P Ens
"THAT By-law 2003-111, being a by-law to amend winter control contract
agreements with Underhill Trucking and Laemers Trucking, be presented to
Council for enactment."
Disposition: Motion Carried Unanimously
8. PROPERTY, BUILDING & PROTECTIVE SERVICES
I. CORRESPONDENCE AND REPORTS
(a) Building Permit Report for the month of November 2003.
File: P10
2003-540 Moved by M Schafer
Seconded by M Taylor
"THAT the Building Permit Report for the month of November 2003 be received
for information."
Disposition: Motion Carried Unanimously
COUNCIL MINUTES - 198 - December 4, 2003
9. FINANCE, ADMINISTRATION & PERSONNEL
I. CORRESPONDENCE& REPORTS
(a) Cheque Register being Cheque#7083 to Cheque# 7269, inclusive, except cheque
# 7142,totaling $956,092.29, and Payroll Disbursements for the periods ending
November 12 and 26, 2003 totaling $105,616.91.
2003-541 Moved by C Evanitski
Seconded by P Ens
"THAT the Cheque Register being Cheque # 7083 to Cheque # 7269 inclusive,
except cheque#7142, totaling $956,092.29 and Payroll Disbursements for the
periods ending November 12 and 26, 2003 totaling $105,616.91 be approved."
Disposition: Motion Carried Unanimously
(b) Staff Report F2003-029 regarding Janitorial Tender.
File: F18
2003-542 Moved by M Schafer
Seconded by P Ens
"THAT the quotations submitted by Ms. Peidl for all buildings except the municipal
office be accepted;
AND THAT the quotation submitted by G.P. Janitorial for the municipal office be
accepted;
AND THAT By-laws 2003-109 and 2003-110, being by-laws to authorize the Mayor
and the Clerk to execute agreements with Ramona Peidl and GP Janitorial,
respectively, be presented to Council for enactment."
Disposition: Motion Carried Unanimously
(c) Staff Report C2003-16 regarding Promotional Pins.
File:
2003-543 Moved by M Taylor
Seconded by P Ens
"THAT the Council adopt the distribution policy for Bayham Promotional Pins as
follows:
Local Charitable/Not for Profit groups (youth groups, Lions, etc)
Requests for giveaways/exchanges etc.
- first 15 pins free, each additional$1.00
- total limit of 25 pins (unless approved by Council)
Individuals
Requests for giveaways/exchanges etc. or personal use
- first five pins free, each additional $1.00
- total limit of 15 pins (unless approved by Council)
Disposition: Motion Carried Unanimously
COUNCIL MINUTES - 199- December 4, 2003
9. FINANCE, ADMINISTRATION & PERSONNEL (continued)
1. CORRESPONDENCE&REPORTS
(d) Bayham Culture Committee draft minutes of meeting held November 25, 2003.
File: C06
2003-544 Moved by M Taylor
Seconded by M Schafer
"THAT the Council of the Municipality of Bayham supports a collaborative
application to the Ontario Trillium Foundation for funding support to prepare a
Culture Plan for the Municipality;
THAT the Municipality of Bayham agrees to administer the funds and provide staff
support to the Bayham Historical Society in its capacity as the lead applicant;
THAT the Municipality of Bayham agrees to act as the lead organization regarding
the application should the Bayham Historical Society decline to act in this capacity;
THAT the Municipality agrees to provide staff resources in regard to the
preparation of the Culture Plan and the administration of funds and reporting
requirements once approved;
AND THAT the Municipality provide funding support to the Culture Committee in
the 2004budget and continue to give annual consideration regarding the Plan as
deemed necessary."
Disposition: Motion Carried Unanimously
(e) Bayham Community Health Action Committee correspondence dated November 24,
2003 requesting appointment of a Council member.
File: SO8
2003-545 Moved by M Taylor
Seconded by P Ens
"THAT the Bayham Community Health Action Committee correspondence dated
November 24,2003 be received."
Disposition: Motion Carried Unanimously
(f) Correspondence dated November 19, 2003 from the City of London requesting
appointments to the Elgin Area Primary Water Supply System Joint Board of
Management.
File: C12
2003-546 Moved by C Evanitski
Seconded by M Taylor
"THAT the correspondence dated November 19, 2003 from the City of London be
received;
AND THAT the Council of the Municipality of Bayham supports the appointment
of a Council member from the Town of Aylmer as the representative and the
alternate,for the Town of Aylmer, the Township of Malahide and the Municipality
of Bayham on the Elgin Area Primary Water Supply System Joint Board of
Management."
Disposition: Motion Carried Unanimously
COUNCIL MINUTES - 200 - December 4,2003
9. FINANCE, ADMINISTRATION & PERSONNEL (continued)
Y. CORRESPONDENCE&REPORTS
(g) Staff Memorandum dated November 27, 2003 regarding Appointments to Elgin Group
Police Services Board.
File: C12
2003-547 Moved by M Schafer
Seconded by M Taylor
"WHEREAS the Elgin Group Police Services Board representative for Eastern
Elgin (Malahide and Bayham) for the previous term has been selected from the
Township of Malahide;
AND WHEREAS representation from Malahide and Bayham is to be alternated
between the two municipalities;
NOW THEREFORE the Council of the Municipality of Bayham hereby nominates
Cliff Evanitski to represent Malahide and Bayham on the Board;
AND FURTHER THAT the Council of the Municipality of Bayham respectfully
requests that the Township of Malahide support the appointment of the said
nominee to represent both municipalities for the next term of the Elgin Group
Police Services Board."
Disposition: Motion Carried Unanimously
(h) Association of Municipalities of Ontario correspondence dated November 24, 2003
regarding the 2003-2004 Effective Municipal Councillor Program.
File: A04/A01
2003-548 Moved by M Schafer
Seconded by C Evanitski
"THAT interested Council members be authorized to attend the Councillor training
session(s) offered by the Association of Municipalities of Ontario or the Ontario
Municipal Management Institute in Brantford,London, Stratford or Kitchener."
Disposition: Motion Carried I Tnanimously
(i) Rural Ontario Municipal Association/Ontario Good Roads Association correspondence
received November 7,2003 regarding Combined Conferences program.
File: A04/A01
2003-549 Moved by C Evanitski
Seconded by P Ens
"THAT the following Council Members and Staff be authorized to attend the Rural
Ontario Municipal Association /Ontario Good Roads Association Combined
Conferences being held in Toronto, February 22 through 25,2004:
Lynn Acre, Matt Schafer, Cliff Evanitski, Mark Taylor, Paul Ens (if able),
Bob Bartlett and other interested staff(Kyle or Lynda)."
Disposition: Motion Carried Unanimously
COUNCIL MINUTES - 201 - December 4,2003
10. ENVIRONMENT
No Items
11. COMMITTEE OF THE WHOLE
2003-550 Moved by M Schafer
Seconded by M Taylor
"THAT the Council do now rise to enter into an "In Camera" Session of Committee
of the Whole to discuss confidential property and legal matters."
Disposition: Motion Carried Unanimously
2003-551 Moved by C Evanitski
Seconded by M Taylor
"THAT the Committee of the Whole do now rise from the "In Camera" Session."
Disposition: Motion Carried Unanimously
1. CORRESPONDENCE&REPORTS
(a) Verbal Report regarding a confidential property matter.
(b) Verbal report regarding a confidential legal matter.
12. BY-LAWS
By-law 2003 — 109 A By-law to Authorize the Execution of an Agreement with R
Peidl for the Provision of Janitorial Services
By-law 2003 — 110 A By-law to Authorize the Execution of an Agreement with GP.
Janitorial for the Provision of Janitorial Services
By-law 2003 — 111 A By-law to Amend Agreements with Underhill Trucking and
Laemers Trucking (B/Ls 2003-105 &2003-103 Winter Control
Services)
By-law 2003 — 112 A By-law to confirm all actions of Council
2003-552 Moved by M Taylor
Seconded by C Evanitski
"THAT By-laws 2003-109,2003-110 and 2003-111 be read a first, second and third
time and finally passed."
Disposition: Motion Carried Unanimously
2003-553 Moved by C Evanitski
Seconded by M Schafer
"THAT confirming By-law 2003-112 be read a first, second and third time and
finally passed."
Disposition: Motion Carried Unanimously
COUNCIL MINUTES 202 - December 4, 2003
13. ADJOURNMENT
2003-554 Moved by P Ens
Seconded by C Evanitski
"THAT the meeting be adjourned at 11:36 a.m."
Disposition: Motion Carried Unanimously
;;: -N4 0,
I
AYo '1 CLERK
Date Approved: / (c I 3