HomeMy WebLinkAboutDecember 21, 2017 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING DRAFT MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, December 21, 2017
7:00 p.m.
7:30 p.m. — Public Meetings —Planning/Zoning
Applicant A—Southwick
Applicant B —0830513 BC Ltd.
PRESENT:
MAYOR PAUL ENS
DEPUTY MAYOR TOM SOUTHWICK
COUNCILLORS RANDY BREYER
WAYNE CASIER
ED KETCHABAW
STAFF PRESENT:
CAO I CLERK PAUL SHIPWAY
DEPUTY CLERK BRENDA GIBBONS
CHIEF BUILDING OFFICIAL'
DRAINAGE SUPERINTENDENT BILL KNIFTON
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
Deputy Mayor Southwick declared a conflict in regard to Item 10.1.1-A Notice of Public Meeting
re 5149 Clarke Road, as he is an owner of the subject property. Deputy Mayor Southwick
vacated his chair during consideration of the item and did not take part in debate or the vote on
the item.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
None.
4. ANNOUNCEMENTS
None.
5. DELEGATIONS / PRESENTATION
A. Paul Shipway, CAO I Clerk, Municipality of Bayham re 2016 Municipality of Bayham Asset
Management Plan
The CAO I Clerk provided an overview of the Municipality of Bayham Asset Management
Plan by Public Sector Digest. The Asset Management Plan is a requirement of the Gas
Tax Program, Provincial legislation and was 80% funded by the FCM Municipal Asset
Management Fund. The content of the AMP will satisfy reporting requirements and will
also be a valuable tool in working towards a sustainable capital funding strategy.
2017 Council Minutes December 21, 2017
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT the Council of The Corporation of the Municipality of Bayham adopt the 2016
Municipality of Bayham Asset Management Plan.
CARRIED
6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Meeting held December 7, 2017
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT the minutes of the Regular Meeting held December 7, 2017 be adopted.
CARRIED
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 BL-03/17 by Randy White, Fire Chief I By-Law Enforcement Officer re Proposed
Burning By-law
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT Report BL-03/17 re Proposed Burning By-law be received for information;
AND THAT staff be directed to bring forward a By-law to Regulate Fires in the Municipality
of Bayham for Council consideration
CARRIED
10. DEVELOPMENT SERVICES —SUSTAINABILITY AND CONSERVATION
10.1 Correspondence
2017 Council Minutes December 21, 2017
10.1.1 Receive for Information
A. Notice of Public Meeting re 5149 Clark Road
B. Notice of Public Meeting re 57401 Heritage Line
C. Committee of Adjustment Decision re 44 Oak Street
Deputy Mayor Southwick declared a conflict in Item 10.1.1-A as he is an owner of the
subject property. Deputy Mayor Southwick vacated his chair during consideration of the
item and did not take part in debate or the vote on this item.
Moved by: Councillor Breyer
Seconded by: Councillor Ketchabaw
THAT the correspondence items 10.1.1-A - 10.1.1-C be received for information.
CARRIED
10.1.2 Requiring Action
10.2 Reports to Council
A. Report DS-72/17 by Bill Knifton, Chief Building Official I Drainage Superintendent re
Petition for Drainage from Mr. Chad Underhill
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT Council of the Municipality of Bayham acknowledges the filing with the Clerk
of the Petition for drainage works from Mr. Chad Underhill.
AND THAT Report DS-72/17 regarding the petition for drainage and for drainage
improvement be received for information;
AND THAT Council wishes to proceed with this matter and appoints Spriet
Associates, Engineers, to prepare a report on the proposed drainage area pursuant to
Section 5 and Section 8(1) of the Drainage Act, for Council's consideration.
CARRIED
B. Report DS-73/17 by Margaret Underhill, Deputy Clerk I Planning Coordinator re Consent
Application E12/17 Csinos Farms Limited - Condition Re: Land Conveyance
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT Report DS-73/17 re Consent Application E12/17 Csinos Farms Limited —Condition
Re: Land Conveyance be received for information;
AND THAT Council directs staff to proceed with the Csinos Farms Limited conveyance of a
1 square foot parcel to the Municipality to satisfy a condition of Consent Application E12/17
regarding parcel merger;
AND THAT the Mayor and Clerk be authorized to execute the necessary documents to
complete the conveyance.
CARRIED
2017 Council Minutes December 21, 2017
C. Report DS-74/17 by Margaret Underhill, Deputy Clerk I Planning Coordinator re Site Plan
Agreement Max Underhill Farm Supply— Request Second Extension
Moved by: Councillor Ketchabaw
Seconded by: Councillor Breyer
THAT Report DS-74/17 re the Max Underhill Farm Supply site plan agreement second
extension request be received;
AND THAT Council agrees to extend the site plan agreement approved on September 15,
2016 by By-law 2016-080, due to expire on December 30, 2017 for an additional time
period ending April 30, 2018.
CARRIED
11. FINANCE AND ADMINISTRATION
11.1 Correspondence
11.1.1 Receive for Information
A. Report to County Council re Elgincentives 2017 Year End Review
B. Long Point Region Conservation Authority Board of Directors Minutes of meetings held
November 1, 2017 and November 16, 2017
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT the correspondence items 11.1.1-A - 11.1.1-B be received for information.
CARRIED
Council recessed for the Public Meetings at 7:30 p.m. and reconvened at 7:40 p.m.
11.1.2 Requiring Action
A. Caron and Jim Wiedrick re Discharging of Firearms
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT the correspondence from Caron and Jim Wiedrick re Discharging of Firearms be
received for information.
CARRIED
2017 Council Minutes December 21, 2017
11.2 Reports to Council
A. Report CAO-80/17 by Paul Shipway, CAO I Clerk re Lifesaving Society— Blue Flag Beach
Audit
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Breyer
THAT Report CAO-80/17 re Lifesaving Society— Blue Flag Beach Audit be received for
information;
AND THAT Council direct staff to utilize Waste Management funds to comply with the
recommendations made within the Lifesaving Society Safety Audit dated November 22,
2017;
AND THAT Council direct staff to utilize Waste Management funds to complete the
requirements outlined within the Environmental Defence Blue Flag Beach Feasibility Study;
AND THAT staff be directed to make application to the Blue Flag Beach Program prior to
January 12, 2018.
CARRIED
B. Report CAO-81/17 by Paul Shipway, CAO I Clerk re Capital Item PW-5 Springer Hill Road
Moved by: Councillor Ketchabaw
Seconded by: Councillor Casier
THAT Report CAO-81/17 re Capital Item PW-5 —Springer Hill Road be received for
information;
AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to bring
forward a By-law to enter into an Agreement with Gary D. Robinson Contracting Ltd. for the
provision of culvert sliplining in the amount of$23,250 + HST for Council consideration.
AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to
procure culvert materials from Armtec in the amount of$4,968.96 + HST and Reid's
Precast in the amount of$6,801.30 + HST for Springer Hill Road Capital works.
CARRIED
C. Report CAO-82/17 by Paul Shipway, CAO I Clerk re Council Code of Conduct
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT Report CAO-82/17 re Council Code of Conduct be received for information;
AND THAT Council direct staff to bring forward a by-law for Council consideration to adopt
a Council Code of Conduct.
AND THAT Council direct staff to bring forward a by-law for Council consideration to
appoint a Closed Meeting Investigator and Integrity Commissioner.
CARRIED
2017 Council Minutes December 21, 2017
D. Report CAO-83/17 by Paul Shipway, CAO I Clerk re Procedural By-Law (Procedural By-
Law No. 2018-005 will be presented to Council for consideration at the regular meeting
scheduled for January 4, 2018)
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT Report CAO-83/17 re Procedural By-law be received for information;
AND THAT Council direct staff to bring forward a Procedural By-law for Council
consideration.
CARRIED
E. Report CAO-84/17 by Paul Shipway, CAO I Clerk re Advisory Board & Committee Policy
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT Report CAO-84/17 re Advisory Board & Committee Policy be received for
information;
AND THAT Council direct staff to bring forward an Advisory Board & Committee By-law for
Council consideration.
CARRIED
F. Report CAO-85/17 by Paul Shipway, CAO I Clerk re Municipality of Bayham Personnel
Policy Manual
Moved by: Councillor Casier
Seconded by: Councillor Breyer
THAT Report CAO-85/17 re Municipality of Bayham Personnel Policy Manual be received
for information;
AND THAT Section 6— Hiring of Relatives be reworded as follows: 'For purpose of this
policy, a relative is defined as Spouse, Common-law spouse, Child/Step-Child,
Brother/Brother-in-law, Sister/Sister-in-law, Mother/Mother-in-law, Father/Father-in-law,
Common-law mother/father, Spouse's mother/father, Spouse's Common-law mother/father,
Grandparents- Spouse's Grandparents, Aunt-Uncle/Spouse's Aunt/Uncle'
AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to
bring forward a Municipality of Bayham Personnel Policy Manual by-law for Council
consideration.
CARRIED
2017 Council Minutes December 21, 2017
G. Report CAO-86/17 by Paul Shipway, CAO I Clerk re Doors Open East Elgin
Moved by: Councillor Ketchabaw
Seconded by: Deputy Mayor Southwick
THAT Report CAO-86/17 re Doors Open East Elgin be received for information;
AND THAT the Municipality of Bayham not take part in Doors Open 2018.
CARRIED
12. BY-LAWS
A. By-Law 2017-120 Being a By-law to authorize the execution of an agreement between
The Municipality of Bayham and Johnston Bros. (Bothwell) Ltd. (This Bylaw follows the
recommendation made in Report CAO-76/17 during the regular meeting of December 7,
2017)
B. By-Law 2017-121 Being a By-law to Regulate Fires in The Municipality of Bayham (This
by-law follows the recommendation made in Report BL-03/17 by Randy White Fire Chief
By-Law Enforcement Officer during the regular meeting of December 21, 2017)
C. By-Law 2017-122 Being a By-law to Authorize the Execution of an Agreement between
The Municipality of Bayham and Gary D. Robinson Contracting Ltd. (This by-law follows the
recommendation made in Report CA0-81/17 by Paul Shipway, CAO I Clerk during the
regular meeting of December 21, 2017)
D. By-Law 2017-123 Being a By-law to Adopt a Code of Conduct Policy for Council and
Local Boards to Promote Accountability and Transparency in Municipal Governance (This
by-law follows the recommendation made in Report CAO-82/17 by Paul Shipway, CAO
Clerk during the regular meeting of December 21, 2017)
E. By-Law 2017-124 Being a By-law to Appoint Independent Resolutions Incorporated as
the Integrity Commissioner& Closed Meeting Investigator for The Municipality of Bayham
Pursuant to Sections 8, 9, 10, 11, 223.3 & 239.2 of The Municipal Act, 2001, S.O. 2001,
C.25 as amended (This by-law follows the recommendation made in Report CAO-82/17 by
Paul Shipway, CAO I Clerk during the regular meeting of December 21, 2017)
F. By-Law 2017-125 Being a By-law for the Use, Protection and Regulation of Public Parks
and Recreation Areas in the Municipality of Bayham (This by-law follows the
recommendation made in Report CA0-78/17 by Paul Shipway, CAO I Clerk during the
regular meeting of December 7, 2017)
G. By-Law 2017-126 Being a By-law to Establish an Advisory Board and Committee Policy
(This by-law follows the recommendation made in Report CAO-84/17 by Paul Shipway,
CAO I Clerk during the regular meeting of December 21, 2017)
2017 Council Minutes December 21, 2017
H. By-Law 2017-127 Being a by-law to Adopt a Personnel Policy Manual (This by-law
follows the recommendation made in Report CA0-85/17 by Paul Shipway, CAO I Clerk
during the regular meeting of December 21, 2017)
Moved by: Councillor Casier
Seconded by: Deputy Mayor Southwick
THAT By-Laws 2017-120, 2017-121, 2017-122, 2017-123, 2017-124, 2017-125, 2017-126
and 2017-127 as amended be read a first, second and third time and finally passed
CARRIED
13. UNFINISHED BUSINESS
A. Long Point Region Conservation Authority 2018 Draft Budget re Backus Heritage and
Education Services
Moved by: Councillor Ketchabaw
Seconded by: Ceputy Mayor Southwick
THAT verbal report re Long Point Region Conservation Authority 2018 Draft Budget re
Backus Heritage and Education Services be received for information.
CARRIED
14. OTHER BUSINESS
14.1 In Camera
14.2 Out of Camera
15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-Law 2017-129 Being a By-law to confirm all actions of Council
Moved by: Deputy Mayor Southwick
Seconded by: Councillor Casier
THAT confirming By-Law 2017-119 be read a first, second and third time and finally
passed.
CARRIED
2017 Council Minutes December 21, 2017
16. ADJOURNMENT
Moved by: Councillor Casier
Seconded by: Deputy Mayor Southwick
THAT the Council meeting be adjourned at 8:16 p.m.
CARRIED
MAYOR