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Home My WebLink AboutJune 16, 2016 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, June 16, 2016 7:00 p.m. PRESENT: MAYOR PAUL ENS DEPUTY MAYOR TOM SOUTHWICK COUNCILLORS WAYNE CASIER RANDY BREYER ED KETCHABAW STAFF PRESENT: CAO PAUL SHIPWAY DEPUTY CLERK/PLANNING COORDINATOR MARGARET UNDERHILL CLERK'S ASSISTANT BRENDA GIBBONS 1. CALL TO ORDER Mayor Ens called the meeting to order at 7:00. 2. DISCLOSURES OF PECUNIARY INTEREST &THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. Report CAO-43/16 by Paul Shipway, CAO re PW-3 — Maple Grove Line added as Item 11.2-D 4. ANNOUNCEMENTS A. Mayor Ens announced that the Corinth Pavilion is nearly completed with the exception of signage and cleanup of a dirt pile. B. Mayor Ens announced work on the Straffordville Community Centre is well underway. He and Councillor Casier attended the building last week and noted many changes are evident. 5. DELEGATIONS 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held June 2, 2016 Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT the minutes of the regular meeting held June 2, 2016 be adopted. CARRIED 2016 Council Minutes June 16, 2016 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 8.1.2 Requiring Action 8.2 Reports to Council 9. PHYSICAL SERVICES — EMERGENCY SERVICES 9.1 Correspondence 9.1.1 Receive for Information 9.1.2 Requiring Action 9.2 Reports to Council A. Report PS-05/16 by Ed Roloson, Water/Wastewater Operations Manager re Source Water Protection Plan Implementation Services Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report PS-05/16 re Source Water Protection Plan Implementation Services be received for information; AND THAT Council direct staff to bring forward a by-law, for Council consideration, to sole- source and enter into an agreement with BluMetric Environmental Inc. in the amount of $26,505+HST for Source Water Protection Plan Implementation Services. CARRIED 10. DEVELOPMENT SERVICES —SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-25/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan Agreement— New Hope Baptist Church Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT Report DS-25/16 regarding the New Hope Baptist Church site plan agreement be received; AND THAT By-law No. 2016-053 being a By-law to authorize the execution of a Site Plan Agreement between New Hope Baptist Church and the Municipality of Bayham for development at the property known as 57272 Talbot Line be presented for enactment. CARRIED 2016 Council Minutes June 16, 2016 B. Report DS-26/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Encroachment Agreement— Insurance Liability Moved by: Councillor Breyer Seconded by: Councillor Casier THAT Report DS-26/16 regarding Nikolic Encroachment Agreement is received; AND THAT the liability insurance coverage required as per the Encroachment Agreement passed on May 7, 2015 remains as approved in the amount of 2 million dollars ($2,000,000). CARRIED 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Municipality of Bayham 2017 Budget Consultation Notice B. Port Burwell Master Drainage Study Notice of Public Information Centre C. Elgin County re Periscope Playhouse Approved For Elgincentives Grant D. Ministry of Municipal Affairs and Housing News Release re Municipal Elections E. Long Point Region Conservation Authority Minutes of meeting held May 4, 2016 F. Ontario Provincial Police re 2016 initiatives, Municipal Policing Bureau projects and New Report Related to Current Billable Calls for Service. G. Ministry of Natural Resources re Notification of Environmental Registry Posting of Proposed Wildland Fire Risk Assessment and Mitigation H. Town of Amherstburg re Autism Spectrum Disorder I. Township of South-West Oxford re ROMA/OGRA Conference J. City of Ottawa re Municipal Role in the Siting of Wind Power Projects Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT correspondence items 11.1.1-A— 11.1.1-J be received for information. CARRIED 2016 Council Minutes June 16, 2016 11.1.2 Requiring Action A. Straffordville Hall Committee request re Community Yard Sale Fundraiser Moved by: Councillor Casier Seconded by: Deputy Mayor Southwick THAT correspondence from Straffordville Hall Committee be received for information; AND THAT the Council of the Municipality of Bayham grants permission for; I. use of the Straffordville Community Centre parking lot for a Community Yard Sale Fundraiser on Saturday, August 20, 2016 from approximately 7:30 a.m. —4:00 p.m. subject to proof of liability insurance coverage, naming the Municipality of Bayham as an additional insured in the amount of$2,000,000; II. use of four picnic tables from the pavilion; III. access to the hydro panel, pending a $20.00 refundable key deposit; IV. posting advertising flyer on municipal website; AND THAT it is understood that a portion of the parking lot may be in use for construction purposes; AND THAT cleanup of the area be the responsibility of the users; CARRIED 11.2 Reports to Council A. Report CAO-38/16 by Paul Shipway, CAO re Straffordville Community Centre Operating Agreement— Draft Moved by: Councilor Ketchabaw Seconded by: Councillor Casier THAT Report CAO-38/16 re Straffordville Community Centre Operating Agreement - Draft be received for information; AND THAT Council direct staff to bring forward a By-law to repeal By-law No. 2014-082 for Council consideration. AND THAT Council provide the draft Straffordville Community Centre Operating Agreement to the Straffordville Community Centre Committee for review and comment; AND THAT Staff comment on proposed revisions and report back to Council for consideration. CARRIED 2016 Council Minutes June 16, 2016 B. Report CAO-41/16 by Paul Shipway, CAO re East Beach Design Considerations Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report CAO-41/16 re East Beach Design Considerations be received for information; AND THAT Council direct staff to post an East Beach Consultation as contemplated within Report CAO 41/16 and report back to Council July 21, 2016; AND THAT a Public Information Session be held June 30, 2016 from 7:00—8:00 p.m. at the Port Burwell Fire Hall. CARRIED C. Report CAO-42/16 by Paul Shipway, CAO re Procedural Protocals Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT Report CAO-42/16 re Procedural Protocols be received for information; AND THAT staff be directed to bring forward a by-law for Council consideration to adopt a Flag Protocol Policy and a Proclamation, Declaration & Donation Policy. CARRIED D. Report CAO-43/16 by Paul Shipway, CAO re PW-3 — Maple Grove Line Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report CAO-43/16 re PW-3— Maple Grove Line be received for information; AND THAT Council direct staff to utilize the Gas Tax Reserve to procure and install culverts on Maple Grove Line in 2016; AND THAT the Gas Tax Reserve be refunded with the 2017 Maple Grove Line Capital project allocation. CARRIED 12. BY-LAWS A. By-Law 2016-052 Being a By-law to authorize the execution of an agreement between the Municipality of Bayham and BluMetric Environmental Inc. for provision of Source Water Protection Plan Implementation Services B. By-Law 2016-053 Being a By-law to authorize the execution of a site plan agreement between the Municipality of Bayham and New Hope Baptist Church 2016 Council Minutes June 16, 2016 Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT By-Laws 2016-052 and 2016-053 be read a first, second and third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS A. Councillor Casier opened discussion regarding the Notice from the Elgin St. Thomas Public Health Unit that water testing samples would no longer being picked up at the Municipal Office. Moved by: Councillor Casier Seconded by: Councillor Ketchabaw WHEREAS Public Health Unit funding formulas are dictated by the Health Protection and Promotion Act. R.S.O. 1990, Chapter H.7 and subsidiary agreements; AND WHEREAS the Ministry of Health and Long Term Care has authority over Public Health Units; AND WHEREAS the Elgin St. Thomas Public Health Unit eliminated rural well water sample drop-off locations as a result of cost cutting measures as the service is not mandated; AND WHEREAS the Province of Ontario, through various legislation, has made access to safe drinking water a matter of critical importance; AND WHEREAS eliminating rural well water sample drop-off locations for rural well water sampling has the possibility to limit or eliminate rural resident's access to truly clean drinking water; NOW THEREFORE BE IT RESOLVED: THAT the Council of the Corporation of the Municipality of Bayham call upon the Elgin St. Thomas Public Health Unit to reconsider the decision to eliminate rural well water sample drop-off locations; AND THAT the Elgin St. Thomas Public Health Unit conduct a formal Request for Proposals (RFP) process to obtain competitive pricing for the rural well water sample drop- off location courier service; AND THAT the Ministry of Health and Long Term Care re-evaluate its funding formulas to reconsider the funding reduction impact on rural communities; AND THAT a copy of this resolution be circulated to the Councils of Elgin County and all member municipalities for support. 2016 Council Minutes June 16, 2016 AND THAT a copy of this resolution be sent to Dr. Joyce Lock, Medical Officer of Health and the Honourable Mr. Eric Hoskins - Minister of Health and Long-Term Care seeking action on the issue of rural access to safe drinking water. CARRIED B. Councillor Breyer questioned the method of notification regarding the Boil Water Notice recently issued by the Elgin St. Thomas Health Unit. Council recessed for a short break at 7:50 p.m. and reconvened at 8:04 p.m. 14.1 In Camera Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 8:04 p.m. to discuss: • proposed or pending acquisitions or dispositions of land by the municipality or local board • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board CARRIED A. Confidential item regarding proposed or pending acquisition or disposition of land by the municipality or local board (Harbour Lands Divestiture) B. Confidential item regarding proposed or pending acquisition or disposition of land by the municipality or local board (31 Elizabeth Street) C. Confidential item regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Project Ojibwa) 14.2 Out of Camera Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT the Committee of the Whole do now rise from the "In Camera" session at 9:25 p.m. with progress to report. CARRIED Moved by: Councillor Breyer Seconded by: Deputy Mayor Southwick THAT the Council of the Corporation of the Municipality of Bayham direct staff to submit a request to the Port Burwell Provincial Park for a permanent easement over Part 1 and Part 2 of Plan 11 R990, as required, to provide access to the West Pier Boardwalk; 2016 Council Minutes June 16, 2016 AND THAT staff be directed to post a historical overview report, and relevant studies, of the federal harbour divestiture process; AND THAT the staff report and relevant studies be posted on the Municipal Website under `Studies' when prepared; AND THAT the historical overview report be within the July 21, 2016 Council Agenda for information purposes CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-054 Being a By-law to confirm all actions of Council Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT confirming By-Law 2016-054 be read a first, second and third time and finally passed. CARRIED 16 ADJOURNMENT Moved by: Councillor Breyer Seconded by: Deputy Mayor Southwick THAT the Council meeting be adjourned at 9:30 p.m. CARRIED YOR z