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HomeMy WebLinkAboutJune 18, 2015 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYRAM COUNCIL MEETING MINUTES Thursday, June 18, 2015 MUNICIPAL OFFICE STRAFFORDVILLE, ONTARIO 7:00 P.M. Council recessed for a short break at 8:25 p.m. and reconvened at 8:35 p.m. The regular meeting of the Council of the Municipality of Bayham was held on Thursday, June 18, 2015 in the Council Chambers. Present were Mayor Paul Ens, Deputy Mayor Tom Southwick, Councillors Randy Breyer, Wayne Casier and Ed Ketchabaw, CAO Paul Shipway and Clerk Lynda Millard. Deputy Clerk/Planning Coordinator Margaret Underhill and Treasurer Lorne James were in attendance to present their respective reports. 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 (a) Addendum Items • Report TR -10/15 by Lorne James, Treasurer re Banking Services • Report CAO -42/15 by Paul Shipway, CAO re Facility Naming Sponsors • Report CAO -43/15 by Paul Shipway, CAO re Wind Interpretive Centre * Confidential report regarding personal matters about an identifiable individual, including municipal or local board employees By -Law 2015-076, being a By-law to enter into an agreement for the provision of Banking Services 4. ANNOUNCEMENTS (a) Presentation of Ontario Fire Service Bars to District Chief Perry Grant and District Chief Tom Millard Fire Chief Randy White recognized District Chief Tom Millard with over 33 years of service and District Chief Perry Grant with over 46 years of service and presented a 30 Year Service Bar to District Chief Millard and a 40 year Service Bar to District Chief Grant from the Ontario Fire Services Long Service recognition program. (b) Councillor Ketchabaw announced there will be a Waste Oil Recycling and Battery Collection Day at Underhill Farm Supply, 56532 Calton Line, July 11 from 8:00 a.m. - 12:00 p.m. (c) CAO acknowledged 35 years of service of Ed Bradfield, Public Works Operations Page 1 of 11 Council Minutes Supervisor. June 18, 2015 5. DELEGATIONS (a) 7:05 p.m. - Robert Foster, External Auditor, Graham Scott Enns to present Draft 2014 Financial Statements and Audit Findings Letter Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT the Council of the Corporation of the Municipality of Bayham approve the 2014 Financial Statements; AND THAT staff be directed to post the final approved 2014 Financial Statements on the website; AND THAT the Mayor be authorized to sign the 2014 Audit Findings Letter; AND THAT the CAO and Treasurer be directed to sign the 2014 Management Representation Letter. (b) 7:15 p.m. - Earl Shea on behalf of the Harbourfront Committee regarding the continued operations of the Harbourfront Committee as a Committee of Council Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT the Terms of Reference for the Harbourfrout Committee be modified to remove staff attendance requirement at meetings; AND THAT the draft Terms of Reference be presented to Council for consideration at the July 16 meeting. CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) (a) Regular meeting of Council held June 4, 2015 Public meeting held June 4, 2015 (Proposed Community Improvement Plan) Public meeting held June 4, 2015 (Zoning Sandyshore Farms) Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT the minutes of the regular meeting held June 4, 2015 and the two public meetings held June 4, 2015 be adopted. Page 2 of 11 Council Minutes CARRIED June 18, 2015 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT L CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL 9. PHYSICAL SERVICES - EMERGENCY SERVICES 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL 10. DEVELOPMENT SERVICES - SUSTAINABILITY AND CONSERVATION 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL (a) Report DS -36115 by Bill Knifton, Chief Building Official, Drainage Superintendent re Peters Drain Branches Moved by: Councillor Casier Seconded by: Councillor Breyer THAT Report DS -36115 regarding the Peters Drain Branches be received for information; THAT the Council of the Municipality of Bayham acknowledges the receipt of Report #214226 dated May 28, 2015 for the Peters Drain Branches, as prepared by Spriet Associates, and filed with the Clerk on June 5, 2015; THAT Council set a date for the Public Meeting to he held on July 16, 2015 at 8:15 pm to consider the Report; AND THAT Staff be directed to mail a Notice of Public Meeting and Report to all persons assessed to this drainage works, and in accordance with the Drainage Act. CARRIED (b) Report DS -37/15 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning Application - Sandyshore Farms Ltd. Page 3 of 11 Council Minutes June 18, 2015 Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report DS -37115 be received for information; AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the zoning on the lands owned by Sandyshore Farms Ltd., from the Agricultural (Al) Zone to site-specific Special Agricultural (A2-10) on the retained land and to Rural Residential (RR) on the severed land as subject to Consent Application E49114; AND THAT Zoning By-law Z639-2015 be presented to Council for enactment. CARRIED (c) Report DS -38115 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan Agreement - Lighthouse Gospel Church Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report DS -38115 be received for information; AND THAT By-law No. 2015-069, being a By-law to authorize the execution of a Site Plan Agreement between Lighthouse Gospel Church Trustees and the Municipality of Bayham for development at the property known as 59 Victoria Street Port Burwell be presented for enactment. Cal -\:9.i W (d) Report DS -39115 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Community Improvement Plan — Elgincentives Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT Report DS -39115 be received for information; AND THAT By-law No. 2015-072, being a By-law to designate the entirety of the Municipality of Bayham as a community improvement project area and approve a community Improvement Plan as part of the Elgincentives Community Improvement Plan be presented for enactment. 14l3.3c3110 11. FINANCE AND ADMINISTRATION 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION Page 4 of I I Council Minutes June 18, 2015 (a) Ministry of Transportation re Off -Road Vehicle use in Ontario (b) Municipality of West Elgin re Elgin -St. Thomas Municipal Association (c) Keep Hydro Public re resolution regarding the proposed privatization of Hydro One (d) Notice of Public Consultation re Canada 150 Fund (e) Town of Newmarket resolution re Community Mailboxes (fl Ministry of Environment and Climate Change re Source Protection Plan Information Bulletins Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT correspondence items 11.1.1(a) - 11.1.1(1) be received for information. CARRIED 1.2 REQUIRING ACTION (a) Memorandum regarding Straffordville Columbarium Request Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT memorandum regarding Straffordville Columbarium Request be received for information; AND THAT the Council of the Municipality of Bayham supports the request from the Straffordville Cemetery Board to have a columbarium installed at the Straffordville Cemetery; AND THAT staff be directed to make the necessary arrangements including application to the Cemeteries Regulation Unit for the necessary approvals. CARRIED 2. REPORTS TO COUNCIL (a) Report CAO -35115 by Paul Shipway, CAO re Encroachment By -Law Moved by: Councillor Casier Seconded by: Councillor Breyer THAT Report CAO -35115 re Encroachment By-law be received for information; Page 5ofII Council Minutes June 18, 2015 AND THAT the Council direct staff to bring forward the proposed Encroachment By-law for consideration. CARRIED (b) Report CAO -36/15 by Paul Shipway, CAO re Prohibited Animal By -Law Moved by: Councillor Casier Seconded by: Deputy Mayor Southwick THAT Report CAO -35/15 re Prohibited Animal By-law be received for information; AND THAT the Council direct staff to bring forward the proposed Prohibited Animal By-law for consideration. CARRIED (c) Report CAO -37/15 by Paul Shipway, CAO re RFP 15-0.1 Realty Services Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report CAO -37/15 re RFP 15-01— Realty Services be received for information; AND THAT the Council direct staff to bring forward a by-law to enter into a Realty Services Agreement with Morgan Realty Inc. CARRIED (d) Report CAO -38/15 by Paul Shipway, CAO re Edison Museum RFP Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT Report CAO -38/15 re Edison Museum RFP be received for information. CARRIED (e) Report CAO -39/15 by Paul Shipway, CAO re Vienna Community Centre Accessibility Renovations Page 6 of 11 Council Minutes Moved by: Councillor Ketchabaw Seconded by: Councillor Casier June 18, 2015 THAT Report CAO -39/15 re Vienna Community Centre Accessibility Renovations be received for information; AND THAT Council direct staff to proceed with tendering utilizing the Spriets Associates proposal; AND THAT funds for the project be allocated from the Enabling Accessibility Fund Grant, Vienna Community Centre Reserve and the Facility Reserve if required. CARRIED (f) Report CAO -40/15 by Paul Shipway, CAO re Green Energy Act Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report CAO -40/15 re Green Energy Act be received for information; AND THAT Council direct staff to publish Report CAO 40/15 inclusive of the Municipality of Bayham Conservation Demand Management Plan and 2013 Energy Consumption and Green House Gas Emissions Summary on the Municipal website in accordance with Ontario Regulation 397/11. CARRIED (g) Report CAO -41/15 by Paul Shipway, CAO re Railway Right -of -Way Moved by: Deputy Mayor Southwick Seconded by: Councillor Ketchabaw THAT Report CA0 41/15 re Railway Right -of -Way be received for information; AND THAT further blockade measures be referred to the 2016 Capital Budget; AND THAT staff be directed to investigate formalizing the portion of the railway right-of-way as a municipal highway, with the Town of Tillsonburg, which provides an access to a residential property. CARRIED (h) Report TR -10/15 by Lome James, Treasurer re Banking Services Agreement Page 7 of I I Council Minutes June 18, 2015 Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT Staff Report TR -10-2015 be received for information; AND THAT the Municipality of Bayham accepts the banking service proposal from RBC and authorize staff to execute all necessary documents and agreements to enter into 5 year banking agreement with RBC. CARRIED (i) Report CAO -42/15 by Paul Shipway, CAO re Facility Naming Sponsors Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT Report CAO -42/15 re Facility Naming Sponsors be received for information; AND THAT the proposal of Cornerstone Sponsorship Management be referred to 2016 budget deliberations. CARRIED 0) Report CAO -43/15 by Paul Shipway, CAO re Wind Interpretive Centre Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT Report CAO -43/15 re Wind Interpretive Centre be received for information; AND THAT staff be directed to place all retainable artefacts from the Wind Interpretive Centre at the Vienna Community Centre or Municipal Office; AND THAT staff be directed to immediately arrange for the demolition of the Wind Interpretive Centre with costs to come from the Facility Reserve. CARRIED 12. BY-LAWS (a) By -Law Z639-2015 Being a By-law to further amend By-law Z456-2003 (Sandyshore Farms Ltd.) (b) By -Law 2015-066 Being a By-law to authorize the execution of an agreement for the provision of yard maintenance associated with by-law enforcement (c) By -Law 2015-067 Being a By-law to authorize an agreement for the provision of Police Services for the Elgin Group Municipalities (d) By -Law 2015-068 Being a By-law to regulate encroachments on public lands Page 8 of 11 Council Minutes June 18, 2015 (e) By -Law 2015-069 Being a By-law to authorize the execution of a site plan agreement with Lighthouse Gospel Church Trustees (fl By -Law 2015-070 Being a By-law to prohibit or otherwise regulate the keeping of certain animals within the Municipality of Bayham (g) By -Law 2015-071 Being a By-law to authorize the execution of a lease agreement in association with the property located at 6215 Plank Road (h) By -Law 2015-072 Being a By-law to designate the entirety of The Municipality of Bayham as a Community Improvement Project Area and approve a Community Improvement Plan as part of the Elgincentives Community Improvement Plan (i) By -Law 2015-073 Being By-law to authorize the execution of an encroachment agreement (j) By -Law 2015-074 Being a By-law to authorize the execution of an agreement for the provision of realty services (k) By -Law 2015-076 Being a By-law to enter into an agreement for the provision of Banking Services Moved by: Councillor Breyer Seconded by: Councillor Casier THAT By-laws Z639-2015, 2015-066, 2015-067, 2015-068, 2015-069, 2015-070, 2015- 071, 2015-072, 2015-073, 2015-074 and 2015-076 be read a first, second and third time and finally passed. WN R; 1 13. 14. OTHER BUSINESS (a) Councillor Casier requested and it was agreed that staff investigate an insulation and hot tar product to repair the roof of the Eden Area Community Centre and report back to Council (b) In Camera Moved by: Councillor Casier Seconded by: Deputy Mayor Southwick THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 8:35 p.m. to discuss: • personal matters about an identifiable individual, including municipal or local board employees. CARRIED (c) Confidential report regarding personal matters about an identifiable individual, Page 9 of 11 Council Minutes June 18, 2015 including municipal or local board employees (Cemetery Board) (d) Out of Camera Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT the Committee of the Whole do now rise from the "In Camera" session at 8:50 p.m. with progress to report. M3-9NIa Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT staff be directed to draft a revised Cemeteries By-law to operate within the future municipal cemeteries staff structure; THAT staff be authorized to hire a contract Cemetery Caretaker, if needed; AND THAT staff report back to Council during 2015 on the same. CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL (a) By -Law 2015-075 Being a By-law to conium all actions of Council Moved by: Councillor Casier Seconded by: Councillor Breyer THAT confirming By-law 2015-075 be read a first, second and third time and finally passed. CARRIED 16. ADJOURNMENT (a) Adjournment Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT the Council meeting be adjourned at 8:52 p.m. CARRIED Page 10 of 11 Council Minutes NKAYOR CL RK June 18, 2015 Page Hof 11