HomeMy WebLinkAboutApril 06, 2017 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, April 6, 2017
7:00 p.m.
6:30 p.m. —Committee of Adjustment—A-02/17 Dujardin, A0-03/17 Best Line Farms
7:30 p.m. — Public Meeting — Planning/Zoning— Rose Buti
Council recessed for a short break at 8:26 p.m. and reconvened at 8:33 p.m.
PRESENT:
MAYOR PAUL ENS
DEPUTY MAYOR TOM SOUTHWICK
COUNCILLORS RANDY BREYER
WAYNE CASIER
ED KETCHABAW
STAFF PRESENT:
CAOICLERK PAUL SHIPWAY
DEPUTY CLERKS
PLANNING COORDINATOR MARGARET UNDERHILL
WATERIWASTEWATER OPERATIONS MANAGER ED ROLOSON
CLERK'S ASSISTANT BRENDA GIBBONS
1. CALL TO ORDER
Mayor Ens called the meeting to order at 7:00 p.m.
2. DISCLOSURES OF PECUNIARY INTEREST &THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
None
4. ANNOUNCEMENTS
A. Councillor Ketchabaw commented on the new Canada 150 video available on the
Municipal website on the Community Page
https://www.bayham.on.ca/pages/canada-day-150
5. DELEGATIONS
None
6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Meeting held March 16, 2017
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Breyer
THAT the minutes of the regular meeting held February 16, 2017 be adopted.
CARRIED
2017 Council Minutes April 6, 2017
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-03/17 by Ed Roloson, WateriWastewater Operations Manager re RFQ — Maple
Grove Line Road Bed Construction
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT Staff Report PS-03/17 re RFQ — Maple Grove Line road bed reconstruction be
received for information;
AND THAT staff be directed to bring forward a by-law to authorize the execution of an
agreement with Underhill Trucking Ltd. for a total of$69,050.00 + HST.
CARRIED
B. Report PS-04/17 by Ed Roloson, WateriWastewater Operations Manager re Springer Hill
Rd.
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Ketchabaw
THAT Staff Report PS-04/17 re Springer Hill Road be received for information;
AND THAT staff be directed to pulverize Springer Hill Road from Glen Colin Line to the
railroad tracks and maintain the gravel surface as proposed until such a time that the road
is reconstructed in 2018;
AND THAT staff be directed to notify Malahide Township, via formal correspondence, of
the 2017 works.
CARRIED
2017 Council Minutes April 6, 2017
10. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION
10.1 Correspondence
10.1.1 Receive for Information
A. Notice of Passing re Guenther Zoning By-Law Z659-2017
B. Notice of Passing re Schroyens Zoning By-Law Z658-2017
C. Notice of Passing re Schrijver Zoning By-Law Z657-2017
D. Notice of Public Meeting re Dujardin Minor Variance Application
E. Notice of Public Meeting re Best Line Farms Ltd. Minor Variance Application
F. Notice of Public Meeting re Rose Buti Zoning By-law Amendment Application
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT correspondence items 10.1.1-A— 10.1.1-F be received for information.
CARRIED
10.1.2 Requiring Action
10.2 Reports to Council
11. FINANCE AND ADMINISTRATION
11.1 Correspondence
11.1.1 Receive for Information
A. Municipality of Central Elgin re Fire Prevention Officer
B. Thames Valley District School Board re Pupil Accommodation Review
C. Elgin County re 2016 Census for Elgin County
D. Elgin County re 2016 Library Usage and Statistics Report
E. Ontario Association of Fire Chiefs re 2017 Municipal Officials Seminar
F. Sylvia Jones, MPP re Progressive Conservative Critic for Infrastructure
G. Special Olympics Ontario re Annual Report
H. Ministry of Citizenship and Immigration re Order of Ontario
I. John Kirby re Beachfest Municipal Approvals
J. Notice re Port Burwell Marine Museum & Lighthouse Display at Queen's Park, Toronto
K. Elgin County OPP 2016 Year End Report
2017 Council Minutes April 6, 2017
L. Thames Valley District School Board Final Senior Administration Report— Elementary Pupil
Accommodation Review 01 — complete report and appendices available at the following
link: http://www.tvdsb.ca/files/311677/finalfsar%20epar-01.pdf)
M. Municipality of Central Elgin re Conditions for Private Wells and Septic Systems on Private
Lots Containing a Residence
N. SCOR Media Release re SCOR AGM Focus on Collaboration and Climate
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT correspondence items 11.1.1-A— 11.1.1-N be received for information.
CARRIED
11.1.2 Requiring Action
A. Port Burwell Historical Society re Canada 150 Parade and Celebration
Moved by: Councillor Ketchabaw
Seconded by: Councillor Breyer
THAT Notification of Special Event and Event Road Closure Request Form from Port Burwell
Historical Society be received for information;
AND THAT the Council of the Municipality of Bayham approves the request by the Port Burwell
Historical Society for permission to use the streets within Port Burwell for the Canada 150
Parade to be held Saturday, July 1, 2017 at 12:30 p.m., subject to the provision of proof of
liability insurance coverage in the amount of$2 million naming the Municipality of Bayham as
additional insured;
AND THAT Wellington Street from Elizabeth Street to Robinson Street, Robinson Street from
Wellington Street to Brock Street, Brock Street from Robinson Street to Erieus Street and
Erieus Street from Brock Street to Pitt Street be temporarily closed during the parade between
11:30 a.m. — 1:00 p.m.;
AND THAT Pitt Street from Robinson Street to Erieus Street and Erieus Street from Pitt Street
to Wellington Street be closed from 11:30 a.m. —8:00 p.m. for Canada 150 celebration;
AND THAT the County of Elgin be requested to approve use of Wellington Street from
Elizabeth Street to Robinson Street;
AND THAT the Bayham Public Works Operations Supervisor be directed to provide the
necessary provisions for traffic control and safety;
AND THAT the Municipality arrange for an accessible portable washroom with internal sink be
placed in the gazebo area;
AND THAT Council direct staff to provide picnic tables and waste receptacles for the gazebo
area;
2017 Council Minutes April 6, 2017
AND THAT clean up of all areas and any costs thereof, be the responsibility of the organizers.
CARRIED
B. Port Burwell Public School re Track and Field Meet
Moved by: Councillor Breyer
Seconded by: Deputy Mayor Southwick
THAT correspondence from Port Burwell Public School be received for information;
AND THAT the Council of the Municipality of Bayham approves the request by the Port Burwell
Public School to use the streets within Port Burwell for the track and field meet to be held on
Friday, May 5, 2017 from 11:20 a.m. — 1:20 p.m. subject to provision of proof of liability
insurance coverage naming the Municipality of Bayham as additional insured in the amount of
$2 million;
AND THAT the Port Burwell Public School be requested to provide contact information for
direction of questions regarding the street closures;
AND THAT Wellington Street from Strachan Street to Shakespeare Street, Shakespeare Street
from Wellington to Waterloo Street, Waterloo Street from Shakespeare Street to Strachan
Street and Strachan Street from Waterloo Street to Wellington Street be temporarily closed
during the track and field meet between 11:20 a.m. — 1:20 p.m. on Friday, May 5, 2017;
AND THAT the County of Elgin be requested to approve use of Wellington Street from
Strachan Street to Shakespeare Street;
AND THAT the Bayham Public Works Operations Supervisor be directed to provide the
necessary provisions for traffic control and safety;
AND THAT clean up of all areas and any costs thereof, be the responsibility of the organizers.
CARRIED
Council recessed for the Public Meeting at 7:30 p.m. and reconvened at 7:50 p.m.
11.2 Reports to Council
A. Report CAO-15/17 by Paul Shipway, CAOICIerk re Green Energy Act
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT Report CAO-15/17 re Green Energy Act be received for information;
AND THAT Council direct staff to publish Report CAO-15/17 inclusive of the Municipality of
Bayham Conservation Demand Management Plan and 2015 Energy Consumption and Green
House Gas Emissions Summary on the Municipal website in accordance with Ontario
Regulation 397/11.
CARRIED
2017 Council Minutes April 6, 2017
B. Report CAO-16/17 by Paul Shipway, CAOICIerk re Straffordville Community Centre—
Kitchen Assessment
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT Report CAO-16/17 re Straffordville Community Centre Kitchen Assessment be received
for information.
CARRIED
C. Report CAO-17/17 by Paul Shipway, CAOICIerk re RFT 17-02 Roofing Tender
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT Report CAO-17/17 re RFT 17-02 Roofing Tender be received for information;
AND THAT Council direct staff to award RFT 17-02 Pump Station Roof Tender to Dean
Franklin Construction in the amount of$9,445.84 + HST.
CARRIED
D. Report CAO-18/17 by Paul Shipway, CAOICIerk re Ontario 150 Fund —Vienna Memorial
Park
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Breyer
THAT Report CAO-18/17 RE Ontario 150 Fund —Vienna Memorial Park be received for
information;
AND THAT staff be directed to complete Ontario 150 —Vienna Memorial Park works as
outlined within Report CAO-18/17;
AND THAT staff be directed to bring forward a by-law for Council consideration to enter into an
agreement with the Vienna Lion's for non-exclusive use of the Vienna Memorial Park
Concession Booth.
CARRIED
E. Report CAO-19/17 by Paul Shipway, CAOICIerk re Canada 150— Intake 2
Moved by: Councillor Ketchabaw
Seconded by: Councillor Casier
THAT Report CAO-19/17 re Canada 150 Fund — Intake 2 be received for information;
AND THAT staff be directed to complete Canada 150 Fund — Intake 2 works as outlined within
Report CAO-19/17;
2017 Council Minutes April 6, 2017
AND THAT Capital Item PR-6 Accessible Viewing Platform funding in the amount of$15,000
be reallocated to the Canada 150 — Intake 2 projects;
AND THAT staff be directed to utilize Parkland Reserve funding, with an upset limit of$16,000
to complete unfunded Canada 150 — Intake 2 works and fencing at the Eden Community Park.
CARRIED
F. Report CAO-20/17 by Paul Shipway, CAOICIerk re RFQ 17-04 Supply & Install Flagpoles
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Breyer
THAT Report CAO-20/17 re RFQ 17-04 Supply & Install Flagpoles be received for information;
AND THAT Council award the installation of flagpoles pursuant to RFQ 17-04 to Dean Franklin
Construction Ltd. in the amount of$4,400 + HST.
CARRIED
G. Report CAO-21/17 by Paul Shipway, CAOICIerk re RFT 17-03 Sale of Surplus Equipment
Moved by: Councillor Casier
Seconded by: Deputy Mayor Southwick
THAT Report CAO-21/17 re Sale of Surplus Equipment be received for information;
AND THAT Staff be directed to award surplus equipment to the highest individual bidder on
each piece of equipment in the 'as is, where is' condition;
AND THAT staff be directed to adjust the reserve bids and relist the request for tender as
follows:
i. 2008 Ford Ranger— 177,000km - $4,000
ii. 2009 GMC Canyon - $3,500
iii. 2008 Ford Ranger—231,000km- $3,000
iv. Sanding Box— No Reserve
AND THAT the proceeds of sale be allocated to the Public Works Equipment Reserve.
CARRIED
12. BY-LAWS
A. By-Law 2017-031 Being a By-law authorize the execution of an amending agreement
between The Corporation of the Municipality of Bayham and Her Majesty the Queen in
Right of Ontario regarding The Source Protection Municipal Fund
B. By-Law 2017-032 Being a By-law to authorize the execution of a development
agreement between Luc and Debbie Dujardin and The Corporation of the Municipality of
Bayham (This by-law follows the recommendation made in Report DS-14/17 by Margaret
Underhill, SecretaryI Treasurer Committee of Adjustment during the Committee of
Adjustment meeting of April 6, 2017)
2017 Council Minutes April 6, 2017
C. By-Law 2017-033 Being a By-law to authorize the execution of a development
agreement between Best Line Farms Ltd and The Corporation of the Municipality of
Bayham (This by-law follows the recommendation made in Report DS-15/17 by Margaret
Underhill, Secretary)Treasurer Committee of Adjustment during the Committee of
Adjustment meeting of April 6, 2017)
Moved by: Councillor Breyer
Seconded by: Councillor Ketchabaw
THAT By-Laws 2017-031, 2017-032 and 2017-033 be read a first, second and third time and
finally passed.
CARRIED
13. UNFINISHED BUSINESS
14. OTHER BUSINESS
A. Port Burwell Gazebo Cupola
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT staff be directed to award the work for the Port Burwell Gazebo Cupola to Dean Franklin
Construction Ltd. in the amount of$2,302 + HST;
ANDTHAT the funds be obtained from the Facility Reserve.
CARRIED
B. New Horizons for Seniors Program — Straffordville Community Centre Amenities Funding
Decision
Staff reported non approval of the application and direction was given to refer the same to
budget deliberations.
C. Concerns regarding cigarette butts at the entrance to the Straffordville Community Centre.
Staff direction was given to prepare a report regarding smoking regulations.
Council recessed for a short break at 8:26 p.m. and reconvened at 8:33 p.m.
2017 Council Minutes April 6, 2017
14.1 In Camera
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT Council do now rise to enter into an "In Camera" Session of the Committee of the Whole
at 8:33 p.m. to discuss:
• Advice that is subject to solicitor-client privilege, including communications necessary for
that purpose;
• Proposed or pending acquisitions or dispositions of land by the municipality or local
board;
• The security of the property of the municipality or local board;
• Advice that is subject to solicitor-client privilege, including communications necessary for
that purpose;
• Personal matters about an identifiable individual, including municipal or local board
employees.
CARRIED
A. Confidential Item regarding advice that is subject to solicitor-client privilege, including
communications necessary for that purpose, a proposed or pending acquisition or
disposition of land by the municipality or local board (King St. Road Allowance)
B. Confidential Item regarding the security of the property of the municipality or local board
(Insurance Claim)
C. Confidential Item regarding proposed or pending acquisition or disposition of land by the
municipality or local board (Port Burwell Parking)
D. Confidential Item regarding proposed or pending acquisition or disposition of land by the
municipality or local board (Harbour Divestiture)
E. Confidential Item regarding advice that is subject to solicitor-client privilege, including
communications necessary for that purpose (Development Agreement)
F. Confidential Item regarding personal matters about an identifiable individual, including
municipal or local board employees (Public Works Staffing)
G. Confidential Item regarding proposed or pending acquisition or disposition of land by the
municipality or local board (31 Elizabeth Street)
14.2 Out of Camera
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT the Committee of the Whole do now rise from the "In Camera" session at 10:15 p.m. with
nothing to report.
CARRIED
2017 Council Minutes April 6, 2017
15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-Law 2017- 034 Being a By-law to confirm all actions of Council
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT confirming By-Law 2017-034 be read a first, second and third time and finally passed.
CARRIED
16. ADJOURNMENT
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT the Council meeting be adjourned at 10:16 p.m.
CARRIED
MAYO "�