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HomeMy WebLinkAboutMay 20, 2021 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers Thursday, May 20, 2021 7:00 p.m. 6:30 p.m. Committee of Adjustment A. David and Deborah Andrews B. Brandon and Jennifer Dyck C. Bernhard and Maria Giesbrecht 7:30 p.m. Public Planning Meeting A. Dan Froese Farms Inc. B. George and Susie Guenther The May 20, 2021 Council Meeting will be held virtually via Zoom and livestreamed on YouTube. The Public may watch the Council meeting utilizing the Municipality of Bayham YouTube Channel: https://www.youtube.com/channel/UCpY8wjivr1zSsi0tvbgtUrg 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. DELEGATIONS A. Rob Foster from Graham Scott Enns re 2020 Financial Statements 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) B. Council Meeting held May 6, 2021 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 2021 Council Agenda May 20, 2021 2 9.1.2 Requiring Action 9.2 Reports to Council A. Report FR-03/21 by Harry Baranik, Fire Chief|By-law Enforcement Officer re 2020 Annual Fire and Emergency Services B. Report BL-03/21 by Harry Baranik, Fire Chief|By-law Enforcement Officer re 2020 Annual By-law Summary 10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Public Meeting re Proposed Zoning By-law Amendment – Dan Froese Farms Inc., 7462 Plank Road B. Notice of Public Meeting re Proposed Zoning By-law Amendment – George and Susie Guenther, 53768 Heritage Line, Richmond C. Notice of Public Meeting re Proposed Minor Variance – David and Deborah Andrews, 55868 Second Street, Straffordville D. Notice of Public Meeting re Proposed Minor Variance – Brandon and Jennifer Dyck, 9233 Richmond Road, Richmond E. Notice of Public meeting re Proposed Minor Variance – Bernhard and Maria Giesbrecht, 10580 Culloden Road, North Hall F. Notice of Committee of Adjustment Decision Minor Variance A-07/21 Jacquelin Ditchfield, 2 Elizabeth Street, Port Burwell 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-32/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Rezoning Application – Harms Zoning By-law No. Z726-2021 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Karen Vecchio, MPP Elgin-Middlesex-London, Municipality of Calvin, Municipality of Grey Highlands, City of Barrie and Township of Burpee and Mills re 988 crisis line initiative B. Town of Amherstburg re Planning Act Guidelines C. Municipality of Leamington and Municipality of Chatham Kent re Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) 2021 Council Agenda May 20, 2021 3 D. Township of Georgian Bay re road management action on invasive phragmites E. Long Point Region Board of Directors minutes of virtual meeting held April 7, 2021 F. Bayham’s Garbage Busters re Correspondence to Report PS-05/21 from the May 6, 2021 Council meeting 11.1.2 Requiring Action A. Bayham’s Garbage Busters re Bag Tags for Volunteers B. Bayham’s Garbage Busters re Recording and Uploading Council Meeting Videos 11.2 Reports to Council 12. BY-LAWS A. By-law No. Z726-2021 Being a by-law to further amend By-law No. Z456-2003 – Harms (This by-law follows the recommendation in Report DS-32/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of May 20, 2021) B. By-Law No. 2021-033 Being a by-law to authorize the execution of a Development Agreement between Timothy and Samantha Harms and The Corporation of the Municipality of Bayham (This by-law follows the recommendation in Report DS-32/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of May 20, 2021) 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 In Camera A. Confidential item regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Drainage) 14.2 Out of Camera 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2021-035 Being a by-law to confirm all actions of Council 16. ADJOURNMENT DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Financial Statements December 31, 2020 DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Financial Statements Year Ended December 31, 2020 Table of Contents PAGE Management Responsibility for Financial Reporting 1 Independent Auditors' Report 2 - 3 Consolidated Statement of Financial Position 4 Consolidated Statement of Operations and Accumulated Surplus 5 Consolidated Statement of Changes in Net Financial Assets (Debt)6 Consolidated Statement of Cash Flows 7 Notes to the Consolidated Financial Statements 8 - 22 Consolidated Schedule of Segment Disclosure 23 - 24 Schedule of Segment Disclosure 25 DR AF T MANAGEMENT'S RESPONSIBILITY FOR FINANCIAL REPORTING The accompanying consolidated financial statements are the responsibility of the management of The Corporation of the Municipality of Bayham and have been prepared in accordance with Canadian accounting standards for public sector entities. These consolidated financial statements include: Independent Auditors' report Consolidated Statement of Financial Position Consolidated Statement of Operations and Accumulated Surplus Consolidated Statement of Change in Net Financial Assets (Debt) Consolidated Statement of Cash Flows Notes to the Consolidated Financial Statements Consolidated Schedule of Segment Disclosure The Chief Administrative Officer and the Treasurer are responsible for ensuring that management fulfills its responsibility for financial reporting and is ultimately responsible for reviewing the consolidated financial statements before they are submitted to Council for approval. The integrity and reliability of The Corporation of the Municipality of Bayham reporting systems are achieved through the use of formal policies and procedures, the careful selection of employees and an appropriate division of responsibilities. These systems are designed to provide reasonable assurance that the financial information is reliable and accurate. The consolidated financial statements have been audited on behalf of the Members of Council, Inhabitants and Ratepayers of The Corporation of the Municipality of Bayham by Graham Scott Enns LLP in accordance with Canadian generally accepted auditing standards. ______________________________________________________________ Mr. Thomas Thayer Mr. Lorne James Chief Administrative Officer Treasurer Straffordville, Ontario May 20, 2021 - 1 - DR AF T INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of The Corporation of the Municipality of Bayham: Opinion We have audited the consolidated financial statements of The Corporation of the Municipality of Bayham, which comprise the consolidated statement of financial position as at December 31, 2020, and the consolidated statement of operations and accumulated surplus, consolidated statement of changes in net financial debt and consolidated statement of cash flows for the year then ended, and notes to the financial statements, including a summary of significant accounting policies. In our opinion, the Municipality's consolidated financial statements present fairly, in all material respects, the financial position of the Municipality as at December 31, 2020, and the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for public sector entities. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditors' Responsibilities for the Audit of the Financial Statements section of our report. We are independent of the Municipality in accordance with the ethical requirements that are relevant to our audit of the consolidated financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of the consolidated financial statements in accordance with Canadian accounting standards for public sector entities, and for such internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error. In preparing the consolidated financial statements, management is responsible for assessing the Municipality's ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate the Municipality or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the Municipality's financial reporting process. Auditors' Responsibilities for the Audit of the Consolidated Financial Statements Our objectives are to obtain reasonable assurance about whether the consolidated financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these consolidated financial statements. - 2 - DR AF T INDEPENDENT AUDITORS' REPORT (CONTINUED) Auditors' Responsibilities for the Audit of the Consolidated Financial Statements (Continued) As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: • Identify and assess the risks of material misstatement of the consolidated financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Municipality's internal control. •Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. •Conclude on the appropriateness of management's use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the Municipality's ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the consolidated financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditor's report. However, future events or conditions may cause the Municipality to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the consolidated financial statements, including the disclosures, and whether the consolidated financial statements represent the underlying transactions and events in a manner that achieves fair presentation. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. St. Thomas, Ontario Graham Scott Enns LLP May 20, 2021 CHARTERED PROFESSIONAL ACCOUNTANTS Licensed Public Accountants - 3 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Statement of Financial Position As At December 31, 2020 2020 2019 $ $ ASSETS FINANCIAL ASSETS Cash 1,582,338 1,009,290 Investments (Note 2)3,603,723 3,554,288 Taxes receivable (Note 3)1,547,323 1,016,502 Accounts receivable (Note 4)1,107,496 1,001,452 7,840,880 6,581,532 LIABILITIES Deferred revenue - obligatory reserve funds (Note 9)339,539 303,940 Accounts payable and accrued liabilities 1,194,197 1,216,875 Net long-term liabilities (Note 6) 5,060,840 5,674,038 6,594,576 7,194,853 NET FINANCIAL ASSETS (DEBT)1,246,304 (613,321) NON-FINANCIAL ASSETS Tangible capital assets (Note 5)59,133,481 59,061,086 Prepaid expenses and inventory 50,307 78,479 59,183,788 59,139,565 ACCUMULATED SURPLUS (NOTE 7)60,430,092 58,526,244 See accompanying notes to the consolidated financial statements. - 4 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Statement of Operations and Accumulated Surplus Year Ended December 31, 2020 Budget Actual Actual (Note 11)2020 2019 $ $ $ REVENUES Property taxation 4,697,711 4,680,368 4,321,908 Taxation from other governments 168,615 168,615 158,222 User charges 2,685,072 2,884,842 2,741,196 Transfer payments Federal 1,660,859 338,287 1,050,109 Provincial 1,145,700 1,697,768 2,041,262 Other municipalities 432,048 441,365 442,850 Contributed tangible capital assets --19,801 Investment income 141,190 131,676 119,747 Penalties and interest on taxes 115,000 105,949 129,841 Recoveries from benefiting landowners 97,000 604,215 382,773 Other 454,467 126,145 102,975 Total Revenues 11,597,662 11,179,230 11,510,684 EXPENSES General government 1,288,987 1,248,972 1,181,375 Protection to persons and property 1,892,642 1,843,510 1,783,055 Transportation services 2,761,087 2,850,538 3,535,349 Environmental services 2,949,098 2,807,159 2,839,329 Health services 36,994 29,521 30,092 Social and family services 9,000 -7,816 Recreation and cultural services 405,562 416,644 444,843 Planning and development 242,206 261,649 259,043 Loss (gain) on disposal of tangible capital assets -(182,611)8,020 Total Expenses (Note 14)9,585,576 9,275,382 10,088,922 ANNUAL SURPLUS 2,012,086 1,903,848 1,421,762 ACCUMULATED SURPLUS, BEGINNING OF YEAR 58,526,244 58,526,244 57,104,482 ACCUMULATED SURPLUS, END OF YEAR (NOTE 7)60,538,330 60,430,092 58,526,244 See accompanying notes to the consolidated financial statements. - 5 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Statement of Changes in Net Financial Debt Year Ended December 31, 2020 Budget Actual Actual (Note 11)2020 2019 $ $ $ ANNUAL SURPLUS 2,012,086 1,903,848 1,421,762 Acquisition of tangible capital assets (2,015,121)(2,015,121)(3,363,920) Amortization of tangible capital assets 1,909,258 1,909,258 1,885,382 Proceeds on disposal of tangible capital assets -216,079 65,332 Change in prepaid expenses and inventory -28,172 2,475 Loss (gain) on disposal of tangible capital assets -(182,611)8,020 Contributed tangible capital assets --(19,801) CHANGE IN NET FINANCIAL DEBT 1,906,223 1,859,625 (750) NET FINANCIAL DEBT, BEGINNING OF YEAR (613,321)(613,321)(612,571) NET FINANCIAL DEBT, END OF YEAR 1,292,902 1,246,304 (613,321) See accompanying notes to the consolidated financial statements. - 6 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Statement of Cash Flows Year Ended December 31, 2020 2020 2019 $ $ OPERATING ACTIVITIES Annual surplus 1,903,848 1,421,762 Add (deduct) items not involving cash: Amortization of tangible capital assets 1,909,258 1,885,382 Contributed tangible capital assets -(19,801) Loss (gain) on disposal of tangible capital assets (182,611)8,020 3,630,495 3,295,363 Change in non-cash items related to operations (Note 14[b]) (595,772)153,144 3,034,723 3,448,507 CAPITAL Acquisition of tangible capital assets (2,015,121)(3,363,920) Proceeds on disposal of tangible capital assets 216,079 65,332 (1,799,042)(3,298,588) INVESTING Investment income reinvested (49,435)(74,307) FINANCING Long-term debt repayment (613,198)(264,044) NET CHANGE IN CASH AND CASH EQUIVALENTS 573,048 (188,432) OPENING CASH AND CASH EQUIVALENTS 1,009,290 1,197,722 CLOSING CASH AND CASH EQUIVALENTS 1,582,338 1,009,290 SUPPLEMENTARY INFORMATION: Cash paid for interest on debt 156,871 157,882 Cash received for interest on investments 131,676 119,747 See accompanying notes to the consolidated financial statements. - 7 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 The Corporation of the Municipality of Bayham (the "Municipality") is a municipality in the Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The consolidated financial statements of the Municipality are prepared by management in accordance with Canadian accounting standards for public sector entities. Significant aspects of the accounting policies adopted by the Municipality are as follows: Reporting Entity The consolidated financial statements include the assets, liabilities, revenues and expenses of the reporting entity. The reporting entity is comprised of all organizations, committees and local boards accountable for the administration of their financial affairs and resources to the Municipality and which are 100% owned or controlled by the Municipality. Consolidated Entities The following local boards are consolidated: - Various Cemetery Boards Inter-departmental and inter-organizational transactions and balances between these organizations are eliminated. Proportionate Consolidation The Elgin Area Primary Water Board and Port Burwell Water Board have been consolidated on a proportionate basis. The Water Boards are proportionately consolidated based upon the water flow used by our Municipality in proportion to the entire flows provided by the joint boards. Accounting for School Board Transactions Although the Municipality collects taxation on behalf of the School Boards, the taxation, other revenues, expenses, assets and liabilities with respect to the operations of the school boards are not reflected in these statements. Trust Funds Trust funds and their related operations administered by the Municipality are not included in these consolidated financial statements. - 8 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Basis of Accounting The consolidated financial statements are prepared using the accrual basis of accounting. The accrual basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are incurred and measurable based upon receipt of goods or services and/or the creation of a legal obligation to pay. Deferred Revenue Government transfers, contributions and other amounts are received from third parties pursuant to legislation, regulation or agreement and may only be used in the conduct of certain programs, in the completion of specific work. In addition, certain user charges and fees which have been collected but for which the related services have yet to be performed. Revenue is recognized in the period when the related expense are incurred, services preformed. Use of Estimates The preparation of consolidated financial statements in conformity with Canadian accounting standards for public sector entities requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenses during the period. In addition, the Municipality's implementation of the Public Sector Accounting Handbook PS3150 has required management to make estimates of historical cost and useful lives of tangible capital assets. These estimates and assumptions are based on the best information and judgment and may differ significantly from actual results. Government Transfers Government transfers are recognized in the consolidated financial statements as revenues in the financial period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met including performance and return requirements, and reasonable estimates of the amounts can be determined. Any amount received but restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector Accounting Handbook and recognized as revenue in the period in which the resources are used for the purpose specified. In addition, the Municipality periodically receives senior government capital funding in the form of infrastructure grants and receives ongoing funding from both senior levels of government as a result of an allocation of the gas tax funds. - 9 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Non-Financial Assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year. i) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows: Building and components 20 to 75 years Vehicles 5 to 25 years Machinery and equipment 5 to 27 years Land improvements 18 to 25 years Plants and facilities 20 to 75 years Roads 20 to 60 years Bridges and other structures 15 to 80 years Underground and other networks 17 to 100 years No amortization is charged in the year of acquisition and a full year of amortization is charged in the year of disposal. Assets under construction are not amortized until the asset is available for productive use. ii) Contributions of tangible capital assets Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and also are recorded as revenue. iii) Works of art and cultural and historic assets Works of art and cultural and historic assets are not recorded as assets in these financial statements. iv) Interest capitalization The Municipality does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset. v) Leased tangible capital assets Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expenses as incurred. - 10 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) vi) Inventories of supplies Inventories of supplies held for consumption are recorded at the lower of cost and replacement cost. Tax Revenues In 2020, the Municipality received $4,848,983 (2019 - $4,480,130) in property tax revenues for municipal purposes. The authority to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the Education Act, and other legislation. The amount of the total annual property tax levy is determined each year through Council's approval of the annual budget. Municipal tax rates are set annually by Council for each class or type of property, in accordance with legislation and Council-approved policies, in order to raise the revenue required to meet operating budget requirements. Education tax rates are established by the Province each year in order to fund costs of education on a Province-wide basis. Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be added throughout the year, related to new properties that become occupied, or that become subject to property tax, after the return of the annual assessment roll used for billing purposes. The Municipality may receive supplementary assessment rolls over the course of the year from MPAC that identify new or omitted assessments. Property taxes for these supplementary/omitted amounts are then billed according to the approved tax rate for the property class. Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising from assessment and/or tax appeals. Each year, an amount is identified to cover the estimated amount of revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g. uncollectible amounts, write-offs, etc.). Investments Investments, consisting of one fund pooled bond securities, are recorded at cost plus accrued interest. Investment income earned on available funds is reported as revenue in the period earned. When required by funding government or related Act, investment income earned on deferred revenue is added to the investment and forms part of the deferred revenue balance. Employee Benefit Plans The Municipality accounts for its participation in the Ontario Municipal Employees Retirement System (OMERS), a multi-employer public sector pension fund, as a defined contribution plan. The OMERS plan specifies the retirement benefits to be received by the employees based on the length of service and pay rates. Employee benefits include post employment benefits. Post employment benefits are subject to actuarial valuations and are accrued in accordance with the projected benefit method, prorated on service and management's best estimate of salary escalation and retirement ages of employees. Any actuarial gains and losses related to past service of employees are amortized over the expected average remaining service period. - 11 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Environmental Provisions and Contaminated Sites The Municipality may be exposed to litigation or other costs of remediation due to contaminated properties in it's jurisdiction. A liability for remediation is recognized in the financial statements when an environmental standard exists, contamination exceeds the standard, the government is responsible for the remediation and a reasonable estimate of the liability can be made. As at December 31, 2020 there were no properties that the Municipality was responsible to remedy and as such no liability has been accrued. Recent Accounting Pronouncements PSAB released a standard related to Financial Instruments (PS 3450). The standard applies to all local governments for fiscal years beginning on or after April 1, 2022. The standard requires that all financial instruments, which include the One Fund Investments, be reported at fair market value in a statement of remeasurement gains/losses and to disclose any risks associated with it's financial instruments. 2.INVESTMENTS Investments are comprised of the following: 2020 2019 $ $ $ $ Cost Market Cost Market One fund pooled bond securities 3,603,723 3,423,662 3,554,288 3,299,644 - 12 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 3.TAXES RECEIVABLE 2020 2019 $ $ Current taxes receivable 711,283 400,042 Arrears taxes receivable 604,023 426,716 Penalties and interest 232,017 189,744 1,547,323 1,016,502 The Municipality makes annual estimates and allowances for potential exposure to property tax appeals, reassessments, environmental and collection issues. Included in the taxes receivable is $695,932 (2019 - $578,576) of taxes, penalties and interest that is due from one specific gas pipeline property that is under going various appeals and financial restructuring. The Municipality's exposure to loss on these balances is estimated to be between 25% to 30% if it is determined that nothing is recoverable from this property. At year end, the Municipality made an assessment of the exposure based on current information and didn't make any significant allowances for these amounts in the taxes receivable presented on the statement of financial position, but has set aside $341,000 in the contingency reserve for any losses should they occur on this property. The Municipality is vigorously attempting various forms of collection to mitigate the Municipality's exposure to loss. 4.ACCOUNTS RECEIVABLE 2020 2019 $ $ Accounts receivable 507,485 414,442 Government grants and funding 193,671 39,031 Debentures, interest at 2.97%, due 2034 244,573 262,982 Government remittances 161,767 284,997 1,107,496 1,001,452 - 13 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 5.TANGIBLE CAPITAL ASSETS December 31, 2020 Disposals and Cost Opening Additions Adjustments EndingInfrastructure Linear - Roadways 42,861,237 377,157 (480,355)42,758,039 Linear - Water Services 10,284,015 87,496 (59,305)10,312,206 Linear - Waste Water Services 16,546,027 --16,546,027 Infrastructure Total 69,691,279 464,653 (539,660)69,616,272 General Land 1,096,845 -(33,040)1,063,805 Land Improvements 1,739,389 13,500 -1,752,889 Buildings 11,620,998 19,257 -11,640,255 Machinery and Equipment 4,080,368 428,767 (163,600)4,345,535 Vehicles 2,311,112 225,916 (42,091)2,494,937 General Total 20,848,712 687,440 (238,731)21,297,421 Work in Progress 388,676 872,219 (9,191)1,251,704 Total Cost 90,928,667 2,024,312 (787,582)92,165,397 Accumulated Amortization Disposals and Opening Amortization Adjustments EndingInfrastructure Linear - Roadways 16,839,709 762,328 (479,927)17,122,110 Linear - Water Services 2,842,282 255,317 (59,305)3,038,294 Linear - Waste Water Services 3,314,839 204,674 -3,519,513 Infrastructure Total 22,996,830 1,222,319 (539,232)23,679,917 General Land Improvements 840,786 67,974 -908,760 Buildings 4,847,989 295,910 -5,143,899 Machinery and Equipment 2,063,864 103,785 (163,600)2,004,049 Vehicles 1,118,112 219,270 (42,091)1,295,291 General Total 8,870,751 686,939 (205,691)9,351,999 Total Accumulated Amortization 31,867,581 1,909,258 (744,923)33,031,916 Net Book Value Opening Ending Infrastructure Linear - Roadways 26,021,528 25,635,929 Linear - Water Services 7,441,733 7,273,912 Linear - Waste Water Services 13,231,188 13,026,514 46,694,449 45,936,355 General Land 1,096,845 1,063,805 Land Improvements 898,603 844,129 Buildings 6,773,009 6,496,356 Machinery and Equipment 2,016,504 2,341,486 Vehicles 1,193,000 1,199,646 11,977,961 11,945,422 Work in Progress 388,676 1,251,704 Total Net Book Value 59,061,086 59,133,481 - 14 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 5.TANGIBLE CAPITAL ASSETS (CONTINUED) December 31, 2019 Disposals and Cost Opening Additions Adjustments EndingInfrastructure Linear - Roadways 42,471,866 389,371 -42,861,237 Linear - Water Services 10,276,872 26,958 (19,815)10,284,015 Linear - Waste Water Services 15,125,283 1,420,744 -16,546,027 Infrastructure Total 67,874,021 1,837,073 (19,815)69,691,279 General Land 1,096,843 2 -1,096,845 Land Improvements 1,339,130 201,357 198,902 1,739,389 Buildings 11,340,771 280,227 -11,620,998 Machinery and Equipment 3,915,554 174,689 (9,875)4,080,368 Vehicles 2,222,582 577,019 (488,489)2,311,112 General Total 19,914,880 1,233,294 (299,462)20,848,712 Work in Progress 95,123 385,706 (92,153)388,676 Total Cost 87,884,024 3,456,073 (411,430)90,928,667 Accumulated Amortization Disposals and Opening Amortization Adjustments EndingInfrastructure Linear - Roadways 16,062,392 777,317 -16,839,709 Linear - Water Services 2,594,967 255,379 (8,064)2,842,282 Linear - Waste Water Services 3,143,078 171,761 -3,314,839 Infrastructure Total 21,800,437 1,204,457 (8,064)22,996,830 General Land Improvements 608,470 53,216 179,100 840,786 Buildings 4,557,783 290,206 -4,847,989 Machinery and Equipment 1,972,729 98,489 (7,354)2,063,864 Vehicles 1,308,506 239,014 (429,408)1,118,112 General Total 8,447,488 680,925 (257,662)8,870,751 Total Accumulated Amortization 30,247,925 1,885,382 (265,726)31,867,581 Net Book Value Opening Ending Infrastructure Linear - Roadways 26,409,474 26,021,528 Linear - Water Services 7,681,905 7,441,733 Linear - Waste Water Services 11,982,205 13,231,188 46,073,584 46,694,449 General Land 1,096,843 1,096,845 Land Improvements 730,660 898,603 Buildings 6,782,988 6,773,009 Machinery and Equipment 1,942,825 2,016,504 Vehicles 914,076 1,193,000 11,467,392 11,977,961 Work in Progress 95,123 388,676 Total Net Book Value 57,636,099 59,061,086 - 15 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 6.LONG-TERM LIABILITIES a)The balance of long-term liabilities reported on the Consolidated Statement of Financial Position is made up of the following: 2020 2019 $ $ TD loan, 2.71%, repayable in blended monthly payments of $27,557, due March 2025 (Project Ojibwa)4,956,906 5,150,036 RBC loan, 2.75%, repayable in blended semi-annual payments of $32,500, due July 2026, repaid in year (Fire Hall)-396,876 Consolidated water board debt, interest rates ranging from 1.5% to 3.20%, maturing September 2020 to March 2027 103,934 127,126 5,060,840 5,674,038 Principal repayments are summarized as follows: Tax User Revenue Charges Total 2021 198,816 23,861 222,677 2022 204,272 24,393 228,665 2023 209,877 12,349 222,226 2024 215,308 12,613 227,921 2025 4,128,633 12,880 4,141,513 Beyond -17,838 17,838 Total 4,956,906 103,934 5,060,840 b)All long-term liabilities issued on or before December 31, 1992 have received approval of the Ontario Municipal Board. Long-term liabilities issued after January 31, 1993 have been approved by by-law. The annual principal and interest payments required to service these liabilities are within the annual debt repayment limit prescribed by the Ministry of Municipal Affairs and Housing. c)Interest expense on long-term liabilities in 2020 amounted to $156,871 (2019 - $157,882). - 16 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 7.ACCUMULATED SURPLUS The accumulated surplus balance is comprised of current fund, capital fund, balances in reserves and discretionary reserve funds, unfunded liabilities to be recovered in the future and investment in tangible capital assets. 2020 2019 $ $ SURPLUS Municipality - current fund -- Cemetery boards - current fund 184,196 177,680 Benefiting landowners - current fund (253,583)(706,556) Invested in tangible capital assets - capital fund 59,133,481 59,061,086 Capital fund -(9,627) Reserves 3,545,561 2,636,815 Reserve funds 2,881,277 3,040,884 65,490,932 64,200,282 AMOUNTS TO BE RECOVERED Net long-term debt (Note 6)(5,060,840)(5,674,038) ACCUMULATED SURPLUS 60,430,092 58,526,244 RESERVES AND RESERVE FUNDS CONSIST OF THE FOLLOWING: 2020 2019 $ $ Reserves set aside for specific purposes by Council: - for working capital 86,886 70,720 - for capital purposes 455,117 408,996 - for waterworks purposes 1,869,743 1,520,382 - for rate stabilization -213,866 - for other purposes 1,133,815 422,851 Total reserves 3,545,561 2,636,815 Reserve funds set aside for specific purposes by Council: - for water system 110,693 123,971 - for sanitary sewers 2,677,920 2,726,834 - for recreation and cultural service purposes 92,664 190,079 Total reserve funds 2,881,277 3,040,884 - 17 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 8.TRUST FUNDS Trust funds administered by the Municipality amounting to $268,837 (2019 - $261,887) have not been included in the Consolidated Statement of Financial Position nor have their operations been included in the Consolidated Statement of Operations. 9. DEFERRED REVENUE - OBLIGATORY RESERVE FUNDS A requirement of the public sector accounting principles of the Canadian Institute of Chartered Professional Accountants is that obligatory reserve funds be reported as deferred revenue. This requirement is in place as provincial legislation restricts how these funds may be used and under certain circumstances these funds may be refunded. The balances in the obligatory reserve funds of the Municipality are summarized below: 2020 2019 $ $ Development charges 30,239 29,422 Gasoline tax 261,443 254,381 Parkland 47,857 20,137 339,539 303,940 10.PENSION AGREEMENTS The Municipality makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. Each year, an independent actuary determines the funding status of OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the estimated present value of all pension benefits the members have earned to date. The most recent actuarial valuation of the Plan was conducted December 31, 2020, and the results of this valuation disclosed actuarial liabilities of $111.8 billion in respect of benefits accrued for service with actuarial assets at that date of $108.6 billion leaving an actuarial deficit of $3.2 billion. Since any surpluses or deficits are a joint responsibility of all Ontario municipalities and their employees, the Municipality does not recognize any share of the OMERS Pension surplus or deficit in these consolidated financial statements. The amount contributed to OMERS for 2020 was $166,264 (2019 - $151,061). - 18 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 11.BUDGET FIGURES The operating budget approved by the council of the Municipality for 2020 is reflected on the consolidated statement of operations. Budget figures have been reclassified for the purposes of these financial statements to comply with PSAB reporting requirements. These adjustments include reserve transfers, capital expenditures, amortization and debt financing and repayment. Approved PSAB Budget Adjustments Budget $ $ $ REVENUES Property taxation 4,697,711 -4,697,711 Taxation from other governments 168,615 -168,615 User charges 2,050,246 634,826 2,685,072 Transfer payments: Federal 1,660,859 -1,660,859 Provincial 1,145,700 -1,145,700 Other municipalities 432,048 -432,048 Investment income 32,000 109,190 141,190 Penalties and interest on taxes 115,000 -115,000 Recoveries from benefiting landowners 97,000 -97,000 Other 439,900 14,567 454,467 Capital reserve transfers 764,573 (764,573)- Total Revenues 11,603,652 (5,990)11,597,662 EXPENSES General government 1,325,517 (36,530)1,288,987 Protection to persons and property 1,802,028 90,614 1,892,642 Transportation services 1,765,002 996,085 2,761,087 Environmental services 1,868,268 1,080,830 2,949,098 Health services 16,500 20,494 36,994 Social and family services 9,000 -9,000 Recreation and cultural services 292,826 112,736 405,562 Planning and development 213,355 28,851 242,206 Reserve transfers 496,224 (496,224)- Capital 3,814,932 (3,814,932)- Total Expenses 11,603,652 (2,018,076)9,585,576 BUDGETED ANNUAL SURPLUS -2,012,086 2,012,086 - 19 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 12.OPERATION OF SCHOOL BOARDS AND THE COUNTY OF ELGIN During 2020, requisitions were made by the school boards and the County of Elgin requiring the municipality to collect property taxes and payments in lieu of property taxes on their behalf. The amounts collected and remitted are summarized below: School Boards County $ $ Taxation and user charges 1,478,798 4,452,474 Share of payments in lieu of taxes 7,038 160,620 Amounts requisitioned 1,485,836 4,613,094 13. CONTINGENCIES As at December 31, 2020, certain legal actions are pending against the Municipality. The final outcome of the outstanding claims cannot be determined at this time. However, management believes that ultimate disposition of these matters will not materially exceed the amounts recorded in these consolidated financial statements. As at December 31, 2020, the Municipality also has a Writ of Seizure and Sale registered against the assets of the Elgin Military Museum. Although the Municipality expects no further recoveries from the assets of the Elgin Military Museum, the Municipality will ensure the Writ of Seizure and Sale is registered on title indefinitely. Estimated costs to settle claims are based on available information and projections of estimated future expenses developed based on the Municipality's historical experience. Claims are reported as an operating expense in the year of the loss, where the costs are deemed to be likely and can be reasonable determined. Claim provisions are reported as a liability in the consolidated statement of financial position. - 20 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 14.SUPPLEMENTARY INFORMATION 2020 2019 $ $ [a] Current fund expenses by object: Salaries, wages and employees benefits 2,193,407 2,205,949 Long-term debt interest 156,871 157,882 Materials 2,845,907 3,546,776 Contracted services 2,257,581 2,192,284 Amortization 1,909,258 1,885,382 External transfers to others 94,969 92,629 (Gain) loss on disposal and transfer of assets (182,611)8,020 9,275,382 10,088,922 [b] Cash flow information: Taxes receivable (530,821)(254,118) Accounts receivable (106,044)(63,944) Inventories and prepaid expenses 28,172 2,475 Accounts payable and accrued liabilities (22,678)264,896 Deferred revenue-obligatory reserve funds 35,599 203,835 (595,772)153,144 15. SIGNIFICANT EVENT During and subsequent to year end, the Municipality was exposed to economic risks associated with the coronavirus pandemic. These risks are beyond the Municipality’s control. The Municipality has experienced some operational changes, but overall the financial impact has been limited. The Municipality's main exposure is to it's investments (Note 2). These investments may experience reduced returns due to the market fluctuations, but to date these returns have not been significantly impacted. - 21 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Notes to the Consolidated Financial Statements Year Ended December 31, 2020 16.SEGMENTED INFORMATION The Municipality is a diversified municipal government institution that provides a wide range of services to its citizens, including fire, roads, sewer and water. For management reporting purposes the Government’s operations and activities are organized and reported by Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in accordance with special regulations, restrictions or limitations. Municipal services are provided by departments and their activities are reported in these funds. Certain departments that have been separately disclosed in the segmented information, along with the services they provided, are as follows. Public Works The Public Works department is responsible for the delivery of municipal public works services related to the planning, development and maintenance of roadway systems, the maintenance of parking and open space, and street lighting. The Water and Waste Funds The water and wastewater department provides drinking water to citizens of the municipality, as well as, collection and treatment of wastewater. This department is responsible for the operation and maintenance of both systems in accordance with government regulations under the Safe Drinking Water Act and other pieces of legislation. Other segments This segment includes the remaining departments and activities of the Municipality. Some of the larger activities in this segment include general government, fire, police, public health services, recreation and cultural services, planning and development and solid waste collection and disposal. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation methodologies are employed in the preparation of segmented financial information. The General Revenue Fund reports on municipal services that are funded primarily by taxation such as property and business tax revenues. Taxation and payments-in-lieu of taxes are apportioned to General Revenue Fund services based on the Fund’s net surplus. Certain government transfers, transfer from other funds, and other revenues have been apportioned based on a percentage of budgeted expenses. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in Note 1. For additional information see the Consolidated Schedule of Segment Disclosure and Schedule of Segment Disclosure. - 22 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Schedule of Segment Disclosure Year Ended December 31, 2020 Water and Public Other Total Waste Funds Works Segments Consolidated $ $ $ $ REVENUE Taxation -1,286,754 3,562,229 4,848,983 Sales of service and regulatory fees 2,323,194 56,331 505,317 2,884,842 Government transfer -448,257 2,029,163 2,477,420 Other 117,980 -850,005 967,985 2,441,174 1,791,342 6,946,714 11,179,230 EXPENSESSalaries, wages and employee benefits 409,014 552,381 1,232,012 2,193,407 Long-term debt interest 3,058 -153,813 156,871 Materials 718,666 1,278,570 848,671 2,845,907 Contracted services 517,523 23,500 1,716,558 2,257,581 Amortization 605,729 996,085 307,444 1,909,258 Gain on disposal of tangible capital assets -(1,296)(181,315)(182,611) Transfer to others --94,969 94,969 2,253,990 2,849,240 4,172,152 9,275,382 ANNUAL SURPLUS (DEFICIT)187,184 (1,057,898)2,774,562 1,903,848 - 23 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Consolidated Schedule of Segment Disclosure Year Ended December 31, 2019 Water and Public Other Total Waste Funds Works Segments Consolidated $ $ $ $ REVENUE Taxation -1,549,273 2,930,857 4,480,130 Sales of service and regulatory fees 2,179,570 75,717 485,909 2,741,196 Government transfer 16,413 442,850 3,074,958 3,534,221 Other 119,768 -635,369 755,137 2,315,751 2,067,840 7,127,093 11,510,684 EXPENSESSalaries, wages and employee benefits 403,588 576,989 1,225,372 2,205,949 Long-term debt interest 3,536 -154,346 157,882 Materials 774,221 1,927,076 845,479 3,546,776 Contracted services 499,967 40,908 1,651,409 2,192,284 Amortization 598,129 990,376 296,877 1,885,382 Loss on disposal of tangible capital assets --8,020 8,020 Transfer to others --92,629 92,629 2,279,441 3,535,349 4,274,132 10,088,922 ANNUAL SURPLUS (DEFICIT)36,310 (1,467,509)2,852,961 1,421,762 - 24 - DR AF T THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Schedule of Segment Disclosure Year Ended December 31, 2020 Budget Actual Actual WATER AND WASTE WATER 2020 2020 2019 $ $ $ Revenue Sales of services and regulatory fees 1,640,999 2,323,194 2,179,570 Government transfers --16,413 Benefiting land owners 97,000 96,601 93,897 Other 9,520 21,379 25,871 Total Revenues 1,747,519 2,441,174 2,315,751 Expenses Salaries, wages and employees benefits 423,982 409,014 403,588 Long-term debt interest -3,058 3,536 Materials 402,436 718,666 774,221 Contracted services, rents and financial expenses 519,350 517,523 499,967 Amortization 605,729 605,729 598,129 Total Expenditures 1,951,497 2,253,990 2,279,441 Annual Surplus (Deficit)(203,978)187,184 36,310 Budget Actual Actual PUBLIC WORKS 2020 2020 2019 $ $ $ Revenue Taxation 1,286,754 1,286,754 1,549,273 Sales of services and regulatory fees 42,000 56,331 75,717 Government transfers 432,048 448,257 442,850 Total Revenues 1,760,802 1,791,342 2,067,840 Expenses Salaries, wages and employees benefits 709,793 552,381 576,989 Materials 1,008,909 1,278,570 1,927,076 Contracted services and rents 46,300 23,500 40,908 Amortization 996,085 996,085 990,376 Loss (gain) on transfer and disposal of assets -(1,296)- Total Expenditures 2,761,087 2,849,240 3,535,349 Annual Surplus (Deficit)(1,000,285)(1,057,898)(1,467,509) - 25 - THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers Thursday, May 6, 2021 7:00 p.m. 6:45 p.m. Committee of Adjustment A. Jacquelin Ditchfield 7:30 p.m. Public Planning Meeting A. Timothy and Samantha Harms PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS C. VALERIE DONNELL DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO|CLERK THOMAS THAYER DEPUTY CLERK BRENDA GIBBONS DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL TREASURER LORNE JAMES MANAGER OF CAPITAL PROJECTS| WATER/WASTEWATER ED ROLOSON MANAGER OF PUBLIC WORKS STEVE ADAMS FIRE CHIEF|BY-LAW ENFORCEMENT OFFICER HARRY BARANIK 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Councillor Froese declared pecuniary interest in Item 10.1.1-C as the application deals with his lands. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. PROCEDURAL MOTION Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Section 6.15.1(K) of the Municipality of Bayham Procedural By- law be suspended for the duration of the May 6, 2021 Meeting of Council due to the functional abilities of the electronic meeting platform. A recorded vote was held on the Procedural Motion: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x 2021 Council Minutes May 6, 2021 2 CARRIED 4. ANNOUNCEMENTS 5. DELEGATIONS 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Council Meeting held April 15, 2021 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the minutes of the Council Meeting held April 15, 2021 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 PS-05/21 by Steve Adams, Manager of Public Works re Household Large Items & Hazardous Waste Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT Report PS-05/21 re Household Large Items & Hazardous Waste be received for information; AND THAT Staff be directed to: • Investigate methods to increase education pertaining to garbage and recycling programs and resources; • Liaise with Norfolk County and Norfolk Disposal pertaining to user-fee curbside large item pick-up; • Identify areas prone to illegal dumping; • Investigate costing for trail cams and signage for targeted enforcement; 2021 Council Minutes May 6, 2021 3 AND THAT Staff report back to Council on the identified approaches. CARRIED B. Report BL-02/21 by Harry Baranik, Fire Chief|By-Law Enforcement Officer re Amendment to By-law 2015-070 – Prohibited Animal By-law Moved by: Deputy Mayor Weisler Seconded by: Councilor Chilcott THAT Report BL-02/21 re Amendment to By-law 2015-070 – Prohibited Animal By-law for the Municipality of Bayham be received for information; AND THAT Section 2.9 be amended to read: 2.9 No person shall keep, own, harbor, or permit to be kept, owned or harboured any livestock within the Municipality of Bayham and furthermore, livestock, including animals such as pets raised or housed for recreational or hobby purposes, shall not be kept in identified areas in accordance with the Municipality of Bayham Zoning By-Law No. Z456-2003, as amended. CARRIED 10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Public Meeting re Proposed Zoning By-law Amendment – Timothy and Samantha Harms, 8542 Plank Road B. Second Notice of Public Meeting re Proposed Minor Variance – Jacquelin Ditchfield, 2 Elizabeth Street, Port Burwell C. Notice of Public Meeting re Proposed Zoning By-law Amendment – Dan Froese Farms Inc., 7462 Plank Road D. Notice of Public Meeting re Proposed Zoning By-law Amendment – George and Susie Guenther, 53768 Heritage Line, Richmond Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT correspondence items 10.1.1-A - 10.1.1-D be received for information. CARRIED 10.1.2 Requiring Action 10.2 Reports to Council 2021 Council Minutes May 6, 2021 4 A. Report DS-27/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Consent Applications E32-21, E33-21, E34-21 and E35-21 Froese, J. Eden Moved by: Councillor Donnell Seconded by: Councilor Froese THAT Report DS-27/21 re the Consent Applications E32-21 – E35-21 submitted by Jesse Froese be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Applications E32-35/21 be granted subject to the following conditions: 1. Installation of individual private wells with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety 2. Engineer designed overall lot grading/drainage plan showing direct connection to the existing Municipal Drain 3. Rezoning of the severed lands to remove the Holding (h2) Zone by entering into a Subdivision Agreement with the municipality 4. Digital copy of the registered plan of survey 5. Cash in Lieu of Parkland Dedication fee for each of four created lots 6. Purchase civic number signs for each of four created lots 7. Planning Report fee payable to the Municipality CARRIED B. Report DS-28/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Consent Application E36-21 Vander Deen – Lot Addition Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Staff Report DS-28/21 re Consent application E36-21 Vander Deen be received for information; AND THAT Council supports and recommends to the Elgin County Land Division Committee that Consent Application E36-21, submitted by Benjamin, John and Teresa Vander Deen be granted subject to the following considerations and conditions: 1. Digital Copy of the final survey 2. Planning report fee payable to the municipality 3. Letter of Undertaking from a solicitor/lawyer confirming the severed lands from 5934 Richmond Road will merge on title with the lands at 5906 Richmond Road 4. Rezoning of the retained lands to a site-specific Rural Residential (RR) Zone to recognize residential use in accordance to the Official Plan and reduced front yard setback 5. Rezoning of the merged lands, the severed lands and the 5906 Richmond Road lands to a Rural Residential (RR) Zone to recognize residential use in accordance to the Official Plan CARRIED 2021 Council Minutes May 6, 2021 5 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Township of Essa re Support – Bill 257, Schedule C B. City of Kitchener and Township of Georgian Bay re Planning Act Timelines C. Township of Archipelago and Town of Fort Erie re Road Management Action On Invasive Phragmites D. Town of Plympton-Wyoming re Support for 988, a 3-Digit Suicide and Crisis Prevention Hotline E. Municipality of Chatham Kent re Healthy, Professional News Media F. Municipality of Calvin re Application of the Carbon Tax on Primary Agriculture Producers G. City of Cambridge and Town of Shelburne re Paid Sick Days H. City of Port Colborne re Cannabis Licensing and Enforcement I. Town of Fort Erie re Province Investigating and Updating Source Water Protection Legislation J. Township of Scugog re Bus Stops on Dead End Roads K. City of Brantford request to the Province on Ontario to withdraw its prohibition on golfing and any other outdoor recreational activities Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT correspondence items 11.1.1-A – 11.1.1-K be received for information; AND THAT Staff bring forward a report with further details in regard to Item 11.1.1-J. CARRIED 11.1.2 Requiring Action A. Elgin Group Police Services Board re OPP Contract Extension Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT correspondence dated April 27, 2021 from Elgin Group Police Services Board re the Elgin Group’s contract with Ontario Provincial Police be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham supports the extension of the contract with Ontario Provincial Police until December 31, 2021; 2021 Council Minutes May 6, 2021 6 AND THAT a by-law to amend the agreement and extend the contract until December 31, 2021 be passed. CARRIED B. Statistics Canada / Government of Canada re 2021 Census Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT correspondence from Statistics Canada / Government of Canada be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham supports the 2021 Census and encourages all residents to complete their census questionnaire online at www.census.gc.ca for the reason that accurate and complete census data supports programs and services that benefit our community. CARRIED 11.2 Reports to Council A. Report TR-09/21 by Lorne James, Treasurer re 2021 Gas Tax Allocation Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT Staff Report TR-09/21 re 2021 Gas Tax Allocation be received for information; AND THAT Council direct staff to reserve the additional 2021 top up to the Gas Tax Reserve. CARRIED B. Report TR-10/21 by Lorne James, Treasurer re Interac e-Transfer Payments Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Staff Report TR-10/21 re E-transfer Payment be received for information; AND THAT Council direct staff to complete forms, emails and implementation with Royal Bank. CARRIED 12. BY-LAWS A. By-law No. 2021-026 Being a by-law to amend By-law No. 2015-070 a by-law to prohibit or otherwise regulate the keeping of certain animals within the Municipality of 2021 Council Minutes May 6, 2021 7 Bayham (This by-law follows the recommendation in Report BL-01/21 by Harry Baranik, Fire Chief|By-Law Enforcement Officer during the regular meeting of April 15, 2021 and the recommendation in Report BL-02/21 by Harry Baranik, Fire Chief By-Law Enforcement Officer during the regular meeting of May 6, 2021) B. By-law No. 2021-027 Being a by-law to authorize the execution of an agreement between The Corporation of the Municipality of Bayham and Duncor Enterprises Inc. C. By-law No. 2021-028 Being a by-law to adopt the Capital Estimates for the year 2021 (This by-law follows the recommendation in Report TR-01/21 by Lorne James, Treasurer during the regular meeting of January 4, 2021) D. By-law No. 2021-029 Being a by-law to establish a levy for the year 2021 to adopt tax rates, provide for penalty and interest in default of payment and the collection thereof (This by-law follows the recommendation in Report TR-01/21 by Lorne James, Treasurer during the regular meeting of January 4, 2021) E. By-law No. 2021-030 Being a by-law to authorize the execution of an amending agreement with Her Majesty the Queen in Right of Ontario as represented by the Solicitor General for the provision of Police Services for the Elgin Group Municipalities (This by-law follows the recommendation in correspondence from Elgin Group Police Services Board dated April 27, 2021) F. By-law No. 2021-031 Being a by-law to amend By-law No. 2018-005 a by-law to govern the proceedings of the Council of the Municipality of Bayham and of its committees and of the conduct of its members (This by-law follows the recommendation in Report CAO-07/21 by Thomas Thayer, CAO|Clerk during the regular meeting of April 15, 2021) Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT By-law No. 2021-026, By-law No. 2021-027, By-law No. 2021-028, By-law No. 2021-029, By-law No. 2021-030 and By-law No. 2021-031 be read a first, second and third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 In Camera Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the Council do now rise to enter into an “In Camera” Session at 8:28 p.m. to discuss: • Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board 2021 Council Minutes May 6, 2021 8 CARRIED A. Confidential item regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Site Plan Agreement) 14.2 Out of Camera Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the Council do now rise from the “In Camera” session at 9:01 p.m. and report on Closed Session Item A. litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Site Plan Agreement) CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT Confidential Report CAO-08/21 re Litigation or Potential Litigation affecting the Municipality (Site Plan Agreement) be received for information; AND THAT Staff proceed as directed. CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2021-032 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confirming By-Law No. 2021-032 be read a first, second and third time and finally passed. CARRIED 16. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 9:02 p.m. CARRIED 2021 Council Minutes May 6, 2021 9 MAYOR CLERK NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM – REVISED (MINOR TECHNICAL REVISION – CORRECTED KEY MAP) APPLICANT: DAN FROESE FARMS INC., 7462 PLANK RD TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning By-law amendment. AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, May 20, 2021 at 7:30 p.m. to consider a proposed Zoning By-law amendment under Section 34 of the PLANNING ACT. If you wish to participate in the virtual pubic meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of this By-law is amendment to change the zoning regulations on 29.7 ha (73.4 acres) of land to permit an oversized farm produce outlet in a 260.0 m2 (2,000 ft2) portion of an existing structure (barn) and 92 m2 (1,000 ft2) roofed area with ancillary retail sales, in Zoning By-law Z456-2003. The subject lands are located at 7462 Plank Road, east side, south side Calton Line. THE EFFECT of this By-law will be to recognize the existing farm produce outlet use which has been moved from a road side stand to inside a portion of the existing barn where farm produce outlets are not intended to be in permanent buildings; to permit ancillary sales of non-farm food items; and where the Official Plan permits small-scale farm-related commercial uses. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. *** Given the current COVID-19 legislative restrictions and Limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Local Planning Appeal Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 7th day of May 2021. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: GEORGE AND SUSIE GUENTHER, 53768 HERITAGE LINE, RICHMOND TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning By-law amendment. AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, May 20, 2021 at 7:30 p.m. to consider a proposed Zoning By-law amendment under Section 34 of the PLANNING ACT. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of this By-law is amendment to change the zoning regulations on a 1.1 ha (2.7 acre) parcel of land from a split zoning of Hamlet Residential (HR) and Agricultural (A1) zone to a site-specific Hamlet Residential (HR-XX) and site-specific Agricultural (A1-XX) zone to permit: a maximum one single-detached dwelling and one oversized accessory building located in the A1 zoned portion of the lands by recognizing existing zero (0) lot frontage and reduced lot area of 0.85 ha (2.1 acres) whereas the required minimum lot area in the A1 zone is 20.0 ha (49 acres); oversized accessory building floor area of 115 m2 (1,200 ft2) whereas 75 m2 (807 ft2) is the permitted maximum for dwellings in hamlets; and to recognize one dwelling maximum is permitted on the entirety of the lands in the site-specific HR zoned portion, in Zoning By-law Z456-2003. The subject lands are located at 53768 Heritage Line, north side, west of James Street. THE EFFECT of this By-law will be to facilitate development of a single-detached dwelling and oversized accessory building where new dwellings are only permitted on lands meeting the minimum lot area and lot frontage regulations in the A1 zone, due to topography and drainage connection constraints of the HR zoned portion. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Local Planning Appeal Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Hamlet of Richmond Dated at the Municipality of Bayham this 30th day of April 2021. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca A-08/21 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: DAVID AND DEBORAH ANDREWS, 55868 SECOND STREET, STRAFFORDVILLE TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-08/21). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, May 20th, 2021 at 6:30 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of the variance is to grant relief from Zoning By-law Section 10.2 Permitted Buildings and Structures to permit an accessory use building where there is no dwelling with maximum non-permanent accessory storage building floor area of 47 m2 (506 ft2), located at 55868 Second Street, north side, east of West Street, in the village of Straffordville. THE EFFECT of this variance will be to allow the enlargement of an existing non-conforming, non-permanent accessory building used for storage purposes. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 7th day of May 2021. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca Village of Straffordville A-09/21 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: BRANDON AND JENNIFER DYCK 9233 RICHMOND ROAD, RICHMOND TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-9/21). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, May 20th, 2021 at 6:30 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of the variance is to grant relief Zoning By-law regulations in Section 4.14.1 d) Municipal Drains and Watercourses to permit a setback of 1.5 m (5.0 feet) whereas 4.5 m (14.7 feet) is the required minimum setback for permanent structures to the centerline of a municipal tile drain, located at 9233 Richmond Road, west side, south of John Street, in the hamlet of Richmond. THE EFFECT of this variance will be to facilitate the development of a new single-detached dwelling closer to the existing municipal drain than permitted where the drain location impacts the location of the new dwelling. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 7th day of May 2021. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca Website: www.bayham.on.ca Hamlet of Richmond A-10/21 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: BERNHARD AND MARIA GIESBRECHT, 10580 CULLODEN ROAD, NORTH HALL TAKE NOTICE that the Municipality of Bayham has received a completed application for a proposed Minor Variance (A-10/21). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold an electronic virtual public meeting on Thursday, May 20th, 2021 at 6:30 pm to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Please reference the Committee of Adjustment subject Agenda on the municipal website for the electronic meeting link. If you wish to participate in the virtual public meeting, you must register with the Planning Coordinator a minimum 48 hours prior to the meeting. THE PURPOSE of the variance is to grant relief Zoning By-law regulations in Section 9.5.1 Maximum Building Height for accessory buildings, 9.7 Maximum Floor Area for an Accessory Building and 9.9 Minimum Side Yard Setback to permit: maximum accessory building height of 5.9 m (19.3 ft) whereas the permitted maximum is 4.5 m (14.8 ft); maximum accessory building floor area of 146.5 m2 (1,577 ft2) whereas 75 m2 (807 ft2) is the permitted maximum; and to permit an existing dwelling side yard setback of 0.6 m (2 ft) whereas the permitted minimum is 1.2 m (3.9 ft), for lands located at 10580 Culloden Road, east side, north of Eden Line, in the hamlet of North Hall. THE EFFECT of this variance will be to permit an oversized accessory building and to recognize reduced side yard setback for the existing dwelling. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. *** Given the current COVID-19 legislative restrictions and limitations, land use planning meetings remain open to public comment. Please be advised that equal consideration is given to all written and oral presentations provided to the municipality prior to or at a public meeting in regards to land use planning applications. When possible please consider utilizing written correspondence. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. DATED at the Municipality of Bayham this 7th day of May 2021. Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca Hamlet of North Hall Karen Vecchio Member of Parliament Elgin—Middlesex—London May 7, 2021 Dear Council, On December 11th, 2020, the House of Commons passed a motion introduced by Conservative MP Todd Doherty, through unanimous consent, to bring a national 3-digit suicide prevention hotline to Canada. That, given that the alarming rate of suicide in Canada constitutes a national health crisis, the House call on the government to take immediate action, in collaboration with our provinces, to establish a national suicide prevention hotline that consolidates all suicide crisis numbers into one easy to remember three-digit (988) hot‐ line that is accessible to all Canadians. We’re asking all municipalities across Canada to consider passing a motion similar, to the one attached below. In order to make 988 a reality, we must continue to put pressure on the government and the Canadian Radio-television and Telecommunications Commission (CRTC). The past year has been a challenging year. Lives and livelihoods have been lost. We have begun to see the devastating impacts that COVID has had, through isolation, on the mental health of Canadians. The rates of suicide continue to rise. As elected officials and as leaders, and especially during this period of difficulty as a nation, Canadians are counting on all of us to make a difference. Please consider passing this motion as soon as possible. Sincerely, Karen Vecchio Member of Parliament Elgin-Middlesex-London Deputy House Leader of the Official Opposition Draft motion: Support for 988 Crisis Line WHEREAS the Federal government has passed a motion to adopt 988, a National three-digit suicide and crisis hotline; AND WHEREAS the ongoing COVID-19 pandemic has increased the demand for suicide prevention services by 200 per cent; AND WHEREAS existing suicide prevention hotlines require the user to remember a 10-digit number and go through directories or be placed on hold; AND WHEREAS in 2O22 the United States will have in place a national 988 crisis hotline; AND WHEREAS _______________ Town Council/Municipality/City recognizes that it is a significant and important initiative to ensure critical barriers are removed to those in a crisis and seeking help; NOW THEREFORE BE lT RESOLVED THAT ________________Town Council/Municipality/City endorses this 988 crisis line initiative; and that Staff be directed to send a letter indicating such support to the local MP, MPP, Federal Minister of Health, the CRTC and local area municipalities to indicate our support. CORPORATION OF THE MUNICIPALITY OF CALVIN Resolution DATE: April 27, 2021 NO._2021-109___ MOVED BY____Heather Olmstead____________________________________ SECONDED BY___Sandy Cross__________________________________ “Whereas the Federal government has passed a motion to adopt 988, a National three‐digit suicide and crisis hotline;    Whereas the ongoing COVID‐19 pandemic has increased the demand for suicide prevention services by 200%;     Whereas existing suicide prevention hotlines require the user to remember a 10‐digit number and go through  directories or be placed on hold;     Whereas in 2022 the United States will have in place a national 988 crisis hotline;     Whereas the Town of Caledon recognized that it is a significant and important initiative to ensure critical barriers are  removed to those in a crisis and seeking help;     Now therefore be it resolved that the Corporation of the Municipality of Calvin endorses this 988 crisis line initiative;  and     That this resolution be sent to the Honourable Vic Fedeli, MPP, Federal Minister of Health, the Canadian Radio‐television  and Telecommunications (CRTC) and all municipalities in Ontario.”        CARRIED______ DIVISION VOTE NAME OF MEMBER OF COUNCIL YEA NAY Coun Cross __X____ ______ Coun Maxwell __X____ ______ Coun Olmstead __X____ ______ ______ ______ Mayor Pennell __X____ ______ P a g e | 1 The Municipality of Grey Highlands  206 Toronto Street South, Unit One P.O. Box 409 Markdale, Ontario N0C 1H0 519-986-2811 Toll-Free 1-888-342-4059 Fax 519-986-3643  www.greyhighlands.ca  info@greyhighlands.ca May 7, 2021 RE: Support for 988 – a 3 Digit Crisis and Suicide Prevention Hotline Please be advised that the Council of the Municipality of Grey Highlands, at its meeting held May 5, 2021, passed the following resolution: 2021-312 Moved by Aakash Desai, Seconded by Dane Nielsen Whereas the Federal government has passed a motion to adopt 988, a National three-digit suicide and crisis hotline; and Whereas the ongoing COVID-19 pandemic has increased the demand for suicide prevention services by 200%; and Whereas existing suicide prevention hotlines require the user to remember a 10-digit number and go through directories or be placed on hold; and Whereas in 2022 the United States will have in place a national 988 crisis hotline; and Whereas the Municipality of Grey Highlands recognizes that it is a significant and important initiative to ensure critical barriers are removed to those in a crisis and seeking help; now Therefore be it resolved that the Municipality of Grey Highlands endorses this 988 crisis line initiative; and That the Municipality of Grey Highlands request that this initiative move forward expeditiously; and That a copy of this resolution be sent to Bruce-Grey-Owen Sound MP Alex Ruff, Bruce-Grey-Owen Sound MPP Bill Walker, Federal Minister of Health Patty Hajdu, the Canadian Radio-television and Telecommunications (CRTC) and all municipalities in Ontario. CARRIED. As per the above resolution, please accept a copy of this correspondence for your information and consideration. P a g e | 2 The Municipality of Grey Highlands  206 Toronto Street South, Unit One P.O. Box 409 Markdale, Ontario N0C 1H0 519-986-2811 Toll-Free 1-888-342-4059 Fax 519-986-3643  www.greyhighlands.ca  info@greyhighlands.ca Sincerely, Jerri-Lynn Levitt Deputy Clerk Council and Legislative Services Municipality of Grey Highlands The Honourable Doug Downey, MPP, Attorney General 20 Bell Farm Road Barrie, ON L4M 6E4 (sent via email doug.downey@pc.ola.org) Dear Minister Downey: Re: NATIONAL 3-DIGIT SUICIDE AND CRISIS HOTLINE On behalf of the Council of The Corporation of the City of Barrie, I wish to advise you that City Council adopted the following resolution at its meeting held on April 26, 2021: 21-G-098 NATIONAL THREE DIGIT SUICIDE AND CRISIS HOTLINE WHEREAS the Federal government has passed a motion to adopt 988, a National three-digit suicide and crisis hotline; and WHEREAS the motion calls for the federal government to consolidate all existing suicide crisis numbers into one three-digit hotline; and WHEREAS the ongoing COVID-19 pandemic has increased the demand for suicide prevention services by 200%; and WHEREAS existing suicide prevention hotlines require the user to remember a 10-digit number and go through directories or be placed on hold; and WHEREAS in 2022 the United States will have in place a national 988 crisis hotline; and WHEREAS the City of Barrie recognized that it is a significant and important initiative to ensure critical barriers are removed to those in a crisis and seeking help; NOW THEREFORE BE IT RESOLVED as follows: 1. That the City of Barrie endorses this 988 crisis line initiative. 2. That a letter demonstrating Barrie’s support be sent to Todd Doherty, MP Caribou-Prince George, John Brassard, MP, Barrie-Innisfil, Doug Shipley, MP, Barrie-Springwater-Oro-Medonte, the Honourable Andrea Khanjin, MPP, Barrie-Innisfil, the Honourable Doug Downey, MPP, Barrie-Springwater-Oro-Medonte, the Honourable Patty Hajdu, Federal Minister of Health, the Canadian Radio-television and Telecommunications (CRTC) and all municipalities in Ontario. April 30, 2021 COO 2 Legislative and Court Services . 70 Collier Street, P.O. Box 400, Barrie, Ontario L4M 4T5 P (705) 739-4220 ext. 5500 . F (705) 739-4206 . cityclerks@barrie.ca If you have any questions, please do not hesitate to contact the undersigned, wendy.cooke@barrie.ca or (705) 739.4220, Ext. 4560. Yours truly, Wendy Cooke City Clerk/Director of Legislative and Court Services WC/bt cc: • The Honourable Patty Hajdu, MP, Minister of Health • John Brassard, MP, Barrie-Innisfil • Doug Shipley, MP, Barrie-Springwater-Oro-Medonte • Todd Doherty, MP, Caribou-Prince George • Andrea Khanjin, MPP, Barrie-Innisfil • The Canadian Radio-television and Telecommunications (CRTC) • All municipalities in Ontario The Corporation of the Township of Burpee and Mills 8 Bailey Line Rd. Evansville, ON P0P 1E0 Phone & Fax 705-282-0624 Email: burpeemills@vianet.ca The Honourable Patty Hajdu Federal Minister of Health House of Commons Ottawa, ON K1A 0A6 Via email: Patty.Hajdu@pal.gc.ca May 11, 2021-05-11 Re: Support for 988, a 3-Digit Suicide and Crisis Prevention Hotline Please be advised that on May 4, 2021, The Township of Burpee & Mills passed the following motion to support The Town of Caledon letter endorsing the 988 crisis line initiative to ensure critical barriers are removed to those in a crisis and seeking help. THAT The Township of Burpee and Mills hereby supports the letter by the Town of Caledon, attached hereto in support for 988, a 3-Digit Suicide and Crisis Prevention Hotline. AND FURTHER directs staff to forward a copy of this resolution to local members of Parliament, and all Ontario Municipalities. Carried: Ken Noland cc The Honourable Christine Elliott, Minister of Health, Ontario - christine.elliott@ontario.ca MP Carol Hughes - carol.hughes@parl.gc.ca MPP Michael Mantha - mmantha-qp@ndp.on.ca Ian Scott, Chairperson and Chief Executive Officer, Canadian Radio-Television and Telecommunications Commission – iscott@telesat.com All Ontario Municipalities Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860 May 3, 2021 Honourable Steve Clark Minister of Municipal Affairs and Housing VIA EMAIL Email: minister.mah@ontario.ca Re: Planning Act Timelines Dear Hon. Steve Clark, At its meeting held on April 12, 2021, Council for the Town of Amherstburg passed the following: Resolution # 20210412-120 “That Administration BE DIRECTED to send correspondence in support of the City of Kitchener’s resolution regarding Planning Act Timelines.” Enclosed is a copy of the correspondence from the City of Kitchener for convenience and reference purposes. Regards, Tammy Fowkes Deputy Clerk, Town of Amherstburg (519) 736-0012 ext. 2216 tfowkes@amherstburg.ca Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860 cc: Taras Natyshak – MPP, Essex, Ontario tnatyshak-co@ndp.on.ca Chris Lewis – MP, Essex, Ontario Chris.Lewis@parl.gc.ca Federation of Canadian Municipalities (FCM) info@fcm.ca Association of Municipalities Ontario (AMO) amo@amo.on.ca All Ontario Municipalities CHRISTINE TARLING Director of Legislated Services & City Clerk Corporate Services Department Kitchener City Hall, 2nd Floor 200 King Street West, P.O. Box 1118 Kitchener, ON N2G 4G7 Phone: 519.741.2200 x 7809 Fax: 519.741.2705 christine.tarling@kitchener.ca TTY: 519-741-2385 March 31, 2021 Honourable Steve Clark Minister of Municipal Affairs and Housing 17th Floor, 777 Bay Street Toronto ON M5G 2E5 Dear Mr. Clark: This is to advise that City Council, at a meeting held on March 22, 2021, passed the following resolution regarding Planning Act Timelines: “WHEREAS the City of Kitchener, like many Ontario municipalities, is experiencing significant growth; and, WHEREAS the City of Kitchener has conducted extensive work through its Development Services Review to remove red tape and improve public engagement; and, WHEREAS the Province of Ontario's Planning Act provides a legislative framework for processing development applications including established timeframes which permit applicants to appeal to the Local Planning Appeal Tribunal if a Council fails to make a decision within a prescribed timeline; and, WHEREAS the passing of Bill 108 in 2019 reduced the timelines for processing development applications before they can be appealed to the Local Planning Appeals Tribunal (LPAT) for a non-decision from those outlined in Bill 139, the Building Better Communities and Conserving Watersheds Act, 2017 as follows: • from seven months (210 days) to four months (120 days) for Official Plan amendments; • from five months (150 days) to three months (90 days) for Zoning By- law amendments; and • from six months (180 days) to four months (120 days) for Plans of Subdivision; and WHEREAS the shortened timeframes create unreasonable pressures on municipalities, even outside the context of navigating city business in a global pandemic, and result in reduced opportunities for meaningful public engagement and limited time for the public to provide written submissions on a development application; THEREFORE BE IT RESOLVED that Kitchener City Council urge the Province of Ontario to review and reconsider the current timelines established for review of Planning Act applications before an appeal is permitted to the Local Planning Appeals Tribunal and to return to the timelines that were in effect under Bill 139, the Building Better Communities and Conserving Watersheds Act, 2017; THEREFORE BE IT FURTHER RESOLVED that a copy of this resolution be sent to the Ontario Minister of Municipal Affairs and Housing, to the local MP’s and MPP’s, to the Federation of Canadian Municipalities, to the Association of Municipalities Ontario, and all other municipalities in Ontario.” Yours truly, C. Tarling Director of Legislated Services & City Clerk c: Honourable Tim Louis, M.P. Honourable Raj Saini, M.P. Honourable Marwan Tabbara, M. P. Honourable Bardish Chagger, M.P. Honourable Bryan May, M.P. Honourable Amy Fee, M.P.P. Honourable Catherine Fife, M.P.P. Honourable Belinda Karahalios, M.P.P. Honourable Mike Harris, M.P.P. Honourable Laura Mae Lindo, M.P.P. Bill Karsten, President, Federation of Canadian Municipalities Monika Turner, Association of Municipalities of Ontario Rosa Bustamante, Director, Planning, City of Kitchener Ontario Municipalities www.leamington.ca Legislative Services 111 Erie Street North Leamington, ON N8H 2Z9 519-326-5761 clerks@leamington.ca SENT VIA EMAIL May 5, 2021 Re: Advocacy for Reform Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) Please be advised that the Council of The Corporation of the Municipality of Leamington, at its meeting held Tuesday, April 27, 2021 enacted the following resolution: No. C-119-21 Re: Advocacy for Reform – MFIPPA Legislation BE IT RESOLVED that the Council of the Municipality of Leamington has received Clerk’s Department Report LLS-15-21 regarding Advocacy for Reform of Municipal Freedom of Information and Protection of Privacy Act (“MFIPPA”); and That that the following motion be passed in support of a request to review and reform of MFIPPA: WHEREAS MFIPPA dates back 30 years; AND WHEREAS municipalities, including the Municipality of Leamington, practice and continue to promote open and transparent government operations, actively disseminate information and routinely disclose public documents upon request outside of the MFIPPA process; AND WHEREAS government operations, public expectations, technologies, and legislation surrounding accountability and transparency have dramatically changed and MFIPPA has not advanced in line with these changes; AND WHEREAS the creation, storage and utilization of records has changed significantly, and the municipal clerk of the Municipality is responsible for records and information management programs as prescribed by the Municipal Act, 2001; AND WHEREAS regulation 823 under MFIPPA continues to reference antiquated www.leamington.ca technology and does not adequately provide for cost recovery, and these financial shortfalls are borne by the municipal taxpayer; AND WHEREAS the threshold to establish frivolous and/or vexatious requests is unreasonably high and allows for harassment of staff and members of municipal councils, and unreasonably affects the operations of the municipality; AND WHEREAS MFIPPA fails to recognize how multiple requests from an individual, shortage of staff resources or the expense of producing a record due to its size, number or physical location does not allow for time extensions to deliver requests and unreasonably affects the operations of the municipality; AND WHEREAS the name of the requestor is not permitted to be disclosed to anyone other than the person processing the access request, and this anonymity is used by requesters to abuse the MFIPPA process and does not align with the spirit of openness and transparency embraced by municipalities; AND WHEREAS legal professionals use MFIPPA to gain access to information launch litigation against institutions, where other remedies exist; AND WHEREAS there are limited resources to assist administrators or requestors to navigate the legislative process; AND WHEREAS reform is needed to address societal and technological changes in addition to global privacy concerns and consistency across provincial legislation; BE IT RESOLVED THAT the Ministry of Government and Consumer Services be requested to review MFIPPA, and consider recommendations as follows: 1. That MFIPPA assign the municipal clerk, or designate to be the Head under the Act; 2. That MFIPPA be updated to address current and emerging technologies; 3. That MFIPPA regulate the need for consistent routine disclosure practices across institutions; 4. That the threshold for frivolous and/or vexatious actions be reviewed, and take into consideration the community and available resources in which it is applied; 5. That the threshold for frivolous and/or vexatious also consider the anonymity of requesters, their abusive nature and language in requests to ensure protection from harassment as provided for in Occupational Health and Safety Act; 6. That the application and scalability of fees be designed to ensure taxpayers are protected from persons abusing the access to information process; www.leamington.ca 7. That administrative practices implied or required under MFIPPA, including those of the Information and Privacy Commissioner, be reviewed and modernized; 8. That the integrity of MFIPPA be maintained to protect personal privacy and transparent governments. Carried Sincerely, Brenda M. Percy, Clerk cc: Rick Nicholls, MPP Chatham Kent - Leamington Dave Epp, MP Chatham Kent - Leamington Minister of Consumer Services Information and Privacy Commissioner of Ontario Association of Municipalities of Ontario Association of Clerks and Treasurers of Ontario Ontario Clerks Municipality of Chatham-Kent Corporate Services Municipal Governance 315 King Street West, P.O. Box 640 Chatham ON N7M 5K8 Tel: 519.360.1998 Fax: 519.436.3237 Toll Free: 1.800.714.7497 May 10, 2021 Via Email: Lisa.Thompson@pc.ola.org Hon. Lisa M. Thompson Minister of Government and Consumer Services 5th Floor, 777 Bay Street Toronto, ON M7A 2J3 Dear Hon. Thompson: Re: Time for Change Municipal Freedom of Information and Protection of Privacy Act Please be advised the Council of the Municipality of Chatham-Kent at its regular meeting held on March1, 2021 passed the following resolution: WHEREAS the Municipal Freedom of Information and Protection of Privacy Act R.S.O. 1990 (MFIPPA) dates back 30 years; AND WHEREAS municipalities, including the Municipality of Chatham-Kent, practice and continue to promote open and transparent government operations, actively disseminate information and routinely disclose public documents upon request outside of the MFIPPA process; AND WHEREAS government operations, public expectations, technologies, and legislation surrounding accountability and transparency have dramatically changed and MFIPPA has not advanced in line with these changes; AND WHEREAS the creation, storage and utilization of records has changed significantly, and the Municipal Clerk of the Municipality is responsible for records and information management programs as prescribed by the Municipal Act, 2001; AND WHEREAS regulation 823 under MFIPPA continues to reference antiquated technology and does not adequately provide for cost recovery, and these financial shortfalls are borne by the municipal taxpayer; AND WHEREAS the threshold to establish frivolous and/or vexatious requests is unreasonably high and allows for harassment of staff and members of municipal councils, and unreasonably affects the operations of the municipality; 2 AND WHEREAS the Act fails to recognize how multiple requests from an individual, shortage of staff resources or the expense of producing a record due to its size, number or physical location does not allow for time extensions to deliver requests and unreasonably affects the operations of the municipality; AND WHEREAS the name of the requestor is not permitted to be disclosed to anyone other than the person processing the access request, and this anonymity is used by requesters to abuse the MFIPPA process and does not align with the spirit of openness and transparency embraced by municipalities; AND WHEREAS legal professionals use MFIPPA to gain access to information launch litigation against institutions, where other remedies exist; AND WHEREAS there are limited resources to assist administrators or requestors to navigate the legislative process; AND WHEREAS reform is needed to address societal and technological changes in addition to global privacy concerns and consistency across provincial legislation; BE IT RESOLVED THAT the Ministry of Government and Consumer Services be requested to review the MFIPPA, and consider recommendations as follows: 1. That MFIPPA assign the Municipal Clerk, or designate to be the Head under the Act; 2. That MFIPPA be updated to address current and emerging technologies; 3. That MFIPPA regulate the need for consistent routine disclosure practices across institutions; 4. That the threshold for frivolous and/or vexatious actions be reviewed, and take into consideration the community and available resources in which it is applied; 5. That the threshold for frivolous and/or vexatious also consider the anonymity of requesters, their abusive nature and language in requests to ensure protection from harassment as provided for in Occupational Health and Safety Act; 6. That the application and scalability of fees be designed to ensure taxpayers are protected from persons abusing the access to information process; 7. That administrative practices implied or required under the Act, including those of the IPC, be reviewed and modernized; 8. That the integrity of the Act be maintained to protect personal privacy and transparent governments. 3 If you have any questions or comments, please contact Judy Smith at ckclerk@chatham-ketn.ca Sincerely, Judy Smith, CMO Director Municipal Governance Clerk /Freedom of Information Coordinator c. Lianne Rood, MP Dave Epp MP Rick Nicholls, MPP Monte McNaughton, MPP Information and Privacy Commissioner of Ontario Association of Municipalities of Ontario AMCTO Legislative and Policy Advisory Committee Ontario municipalities Peter Koetsier Mayor C-132-2021 THE TOWNSHIP OF GEORGIAN BAY Council DATE: 10 May 2021 YEA NAY Councillor Bochek Councillor Cooper Councillor Douglas Councillor Hazelton Councillor Jarvis Councillor Wiancko Mayor Koetsier MOVED BY: Jarvis SECONDED BY: Cooper DEFERRED ______ CARRIED ___X___ DEFEATED ______ REFERRED ______ BE IT RESOLVED THAT Council endorse the Township of The Archipelago Resolutions 21- 073 regarding road management action on invasive phragmites. 1 Township of The Archipelago 9 James Street, Parry Sound ON P2A 1T4 Tel: 705-746-4243/Fax: 705-746-7301 www.thearchipelago.on.ca April 9, 2021 21-073 Moved by Councillor Barton Seconded by Councillor Manner ______________________________________________________________________ RE: Road Management Action On Invasive Phragmites WHEREAS Phragmites australis (Phragmites) is an invasive perennial grass that continues to cause severe damage to wetlands and beaches in areas around the Great Lakes including Georgian Bay; and WHEREAS Phragmites australis grows and spreads rapidly, allowing the plant to invade new areas and grow into large monoculture stands in a short amount of time, and is an allelopathic plant that secretes toxins from its roots into the soil which impede the growth of neighboring plant species; and WHEREAS Phragmites australis results in loss of biodiversity and species richness, loss of habitat, changes in hydrology due to its high metabolic rate, changes in nutrient cycling as it is slow to decompose, an increased fire hazard due to the combustibility of its dead stalks, and can have an adverse impact on agriculture, particularly in drainage ditches; and WHEREAS invasive Phragmites has been identified as Canada’s worst invasive plant species by Agriculture and Agrifood Canada; and WHEREAS the Ontario government has made it illegal to import, deposit, release, breed/grow, buy, sell, lease or trade invasive Phragmites under the Invasive Species Act; and WHEREAS Phragmites occupy over 4,800 hectares of land around Lake St. Clair alone, while 212 hectares of Phragmites occupy land along the St. Lawrence River. The Georgian Bay Area is particularly affected by Phragmites australis, with more than 700 stands along the shorelines and multiple visible stands on the highways and roads that threaten valuable infrastructure and wetland areas; and WHEREAS volunteers, non-governmental organizations, and various municipalities have invested tens of thousands of dollars in investments and labour annually for more than eight years in executing managements plans to control invasive Phragmites on roads, coasts, shorelines and in wetlands; and WHEREAS roads and highways where Phragmites that are left untreated become spread vectors that continually risk new and treated wetlands and coastal shoreline areas; and 2 WHEREAS according to “Smart Practices for the Control of Invasive Phragmites along Ontario’s Roads” by the Ontario Phragmites Working Group, best road management practices for Phragmites australis include early detection, herbicide application, and cutting; and WHEREAS these best management practices are most effective when used in a multi-pronged approach as opposed to when used as stand-alone control measures; and WHEREAS mother nature does not recognize political boundaries. Therefore, it is imperative that Municipalities, Districts, the Province, and the Federal government work together in collaboration to eradicate Canada’s worst invasive plant species Phragmites australis; NOW THEREFORE BE IT RESOLVED that Council for the Corporation of the Township of The Archipelago directs its staff to implement best management practices to promote early detection of invasive Phragmites, and to implement best management practices for invasive Phragmites, and to join the Ontario Phragmites Working Group to collaborate on the eradication of Phragmites in Ontario. BE IT FURTHER RESOLVED that Council for the Corporation of the Township of The Archipelago directs staff to insert clean equipment protocols into tenders and that there is oversight that the protocols are followed; and BE IT FURTHER RESOLVED that Council for the Corporation of the Township of The Archipelago requests the Ontario Ministry of Transportation to map and treat invasive Phragmites annually on all its highways; and BE IT FURTHER RESOLVED that the Ontario Ministry of Transportation (MTO) communicates the strategy on mapping (detecting sites) and controlling invasive Phragmites on provincial highways, the specific highway management plans and results by each MTO region and each highway in the region and work in coordination with the Township of The Archipelago; and BE IT FURTHER RESOLVED that Council for the Corporation of the Township of The Archipelago directs its staff to send this resolution to all municipalities that are part of the Georgian Bay watershed, to all municipalities in the Great Lakes watershed, to the Minister of Transportation, Christopher Balasa the Manager, Maintenance Management Office, and MPP Norman Miller. BE IT FINALLY RESOLVED that Council for the Corporation of the Township of The Archipelago requests all levels of government to consider funding support to aid the Township of The Archipelago in managing invasive phragmites; and directs staff to send a copy of this resolution to the Ontario Minister of Environment, Conservation and Parks and the Minister of Environment and Climate Change Canada. Carried. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 1 - LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Virtual Meeting Minutes of April 7, 2021 Approved May 5, 2021 The Board of Directors Meeting was held via videoconference, on Wednesday, April 7, 2021 pursuant to section C.9, of the LPRCA’s Administrative By-Law. Members in attendance: Michael Columbus, Chair Norfolk County John Scholten, Vice-Chair Township of Norwich Dave Beres Town of Tillsonburg Robert Chambers County of Brant Valerie Donnell Municipality of Bayham/Township of Malahide Tom Masschaele Norfolk County Stewart Patterson Haldimand County Ian Rabbitts Norfolk County Peter Ypma Township of South-West Oxford Regrets: Kristal Chopp Norfolk County Ken Hewitt Haldimand County Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Ben Hodi, Manager of Watershed Services Zachary Cox, Marketing Coordinator Dana McLachlan, Administrative Assistant 1. Welcome and Call to Order The chair called the meeting to order at 6:30 p.m., Wednesday, April 7, 2021. 2. Additional Agenda Items MOTION A-39/21 Moved by P. Ypma Seconded by V. Donnell That the LPRCA Board of Directors add “LPRCA day passes to the libraries” under New Business as item 9 (g) to the April 7, 2021 agenda. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 2 - 3. Declaration of Conflicts of Interest None were declared. 4. Minutes of the Previous Meeting a) Board of Directors Annual General Meeting of March 5, 2021 There were no questions or comments. A-40/21 Moved by J. Scholten Seconded by P. Ypma That the minutes of the LPRCA Annual General Meeting held March 5, 2021 be adopted as circulated. CARRIED 5. Business Arising There was no business arising. 6. Review of Committee Minutes There were no committee meeting minutes for review. 7. Correspondence There was no correspondence for review. 8. Development Applications a) Staff Approved applications Staff approved 27 applications since the last meeting held March 5, 2021. Due to the continued high lake levels shoreline protection upgrades, and raising and floodproofing dwellings and cottages continue to be completed within the watershed. LPRCA-14/21, LPRCA-20/20, LPRCA-21/21, LPRCA-23/21, LPRCA-32/21, LPRCA-34/21, LPRCA- 36/21, LPRCA-37/21, LPRCA-38/21, LPRCA-39/21, LPRCA-40/21, LPRCA-41/21, LPRCA-43/21, LPRCA-44/21, LPRCA-45/21, LPRCA-46/21, LPRCA-48/21, LPRCA- FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 3 - 52/21, LPRCA-53/21, LPRCA-54/21, LPRCA-55/21, LPRCA-56/21, LPRCA-57/21, LPRCA-58/21, LPRCA-59/21, LPRCA-60/21 and LPRCA-62/21 All of the staff approved applications met the requirements as set out in Section 28 of the Conservation Authorities Act. A-41/21 Moved by I. Rabbitts Seconded by T. Masschaele That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated March 26, 2021 as information. CARRIED b) New applications The Planning Department staff recommended nine applications for approval. Applications consisted of new dwellings, dwelling replacements, and associated grading. A-42/21 Moved by S. Patterson Seconded by D. Beres THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report: A. For Work under Section 28 Regulations, Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06), LPRCA-50/21 LPRCA-66/21 LPRCA-70/21 LPRCA-51/21 LPRCA-67/21 LPRCA-63/21 LPRCA-68/21 LPRCA-64/21 LPRCA-69/21 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA’s mandate and related Regulations. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 4 - 9. New Business a) General Manager’s Report J. Maxwell reported on LPRCA requirements and actions as per the amended Conservation Authorities Act. The LPRCA Board structure and size doesn’t conform to the Act but received member municipality approval in 2014. That documentation was submitted to the Minister of the Environment, Conservation and Parks and posted on the LPRCA website by April 3rd as required. The draft minutes of authority meetings will now be posted on the LPRCA website within 30 days of each meeting as required. Staff are currently working on required amendments to the Administrative By-law and once complete will be presented to the board for approval. In regards to today’s lockdown announcement, overnight camping will be cancelled and refunded for the first five nights (May 1 to May 5). Seasonal camping is allowed and will open May 1st as scheduled. A-43/21 Moved by J. Scholten Seconded by V. Donnell That the LPRCA Board of Directors receives the General Manager’s Report for March 2021 as information. CARRIED b) Float Trailer Replacement A tender was issued for a new float trailer and tender packages were sent to six vendors; no bids were received by the deadline. Staff contacted vendors to obtain quotes and was notified that demand and prices had increased and trailers are currently backordered. Staff received only one quote to date from Miska Trailer Factory. The quote is over the approved budget. A-44/21 Moved by I. Rabbitts Seconded by T. Masschaele THAT the LPRCA Board of Directors receives the 2021 Motor Pool – Float Trailer Replacement report as information; And; That the LPRCA Board of Directors approves the quote as submitted by Miska Trailer Factory for $32,395; And; FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 5 - That the LPRCA Board of Directors approves the transfer of $6,395 from the internally restricted capital levy reserve. CARRIED c) Side by Side (Utility Vehicles) Purchase A tender was issued for two Side by Side (utility vehicles) and tender packages were sent to eight vendors: two bids were received by the deadline. Both bids met or exceeded the requirements specified and are within budget. Staff recommended the tender be awarded to the lowest bidder. A-45/21 Moved by P. Ypma Seconded by I. Rabbitts THAT the LPRCA Board of Directors accepts the tender submitted by Halnor Equipment for the purchase of two new side by side Kioti – Mechron 2200 – Diesel utility vehicles for a unit price of $13,500 and a total price of $27,000 (excluding HST). CARRIED d) Lawn Tractor Purchase A tender was issued for a front-mount diesel riding mower and tender packages were sent to six vendors; two bids were received by the deadline. Both bids met or exceeded the requirements specified and both were over budget. Staff recommended the tender be awarded to the lowest bidder. A-46/21 Moved by T. Patterson Seconded by V. Donnell THAT the LPRCA Board of Directors accepts the tender submitted by Norfolk Tractor for the purchase of one Front-Mount Riding Mower (Kubota F2690) for $23,300 (excluding HST). And, That the LPRCA Board of Directors approves the transfer of $300 from the internally restricted capital levy reserve for the acquisition of the Front-Mount Riding Mower. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 6 - e) Septic Disposal Services Tender A tender was issued for septic services for the five campgrounds and three bids were received by the deadline. $95,000 was budgeted and $90,000 is the projected cost based on bid pricing and projected volume. Staff recommended splitting the tender to the lowest bidder for each park for cost efficiency. A-47/21 Moved by T. Masschaele Seconded by D. Beres THAT the 2021 contract for septic services at Backus CA, Deer Creek CA and Norfolk CA be awarded to Bayside Septic Services 2021 Inc.; And, THAT the 2021 contract of septic services at Haldimand CA and Waterford North CA be awarded to Frankie’s Pumping. CARRIED f) Health and Safety Policy The Joint Health and Safety Committee (JHSC) met in February to update its Terms of Reference and review the Health and Safety Policy. The committee recommended removing the current policy from the Personnel Policy to a stand-alone policy and updating the Health and Safety Policy to include required sections needed to ensure compliance. The Health and Safety Manual continues to be updated. A-48/21 Moved by J. Scholten Seconded by I. Rabbitts THAT the LPRCA Board of Directors removes Section 31 from the Long Point Region Conservation Authority Personnel Policy; And; That the LPRCA Board of Directors approves the LPRCA Health & Safety Policy as presented. CARRIED g) LPRCA Day Passes to the Libraries Member Ypma reported Provincial Park passes were being made available to libraries to loan out to the public for day-use visits and asked if LPRCA passes could be loaned FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 7 - out through the libraries as well. While the board thought it was a good idea, staff will need to study the cost, requirements and feasibility to provide passes to libraries throughout the watershed. A report will be presented to the board at the May meeting. 14. Adjournment The Chair adjourned the meeting at 7:15 p.m. Michael Columbus Dana McLachlan Chair Administrative Assistant Mayor Ketchabaw and Members of Council, As per direction from staff, we are submitting this letter as official correspondence and would respectfully request that it be placed on the agenda as an item requiring action. Similarly to that expressed in our previous correspondence from May 7th and May 11th, we would request that Council direct staff to divulge the exact number of letters received from residents in the municipality in regards to Item 9.2A Illegal Dumping/Large Item Waste on May 6, 2021 Council Meeting Agenda. We would request that this information be added as an addendum to the original agenda. We feel this is a crucial piece of information that should be shared publicly as Item 9.2A on said agenda has been an ongoing issue for many years to which residents expect an equitable solution. We also feel that providing an exact number is a reasonable request in that it protects any residents that wish to remain anonymous while offering a satisfactory level of transparency. Thank you for your consideration in this matter. Respectfully, Serge Pieters Susanne Schlotzhauer Cindy Stewart Marni Wolfe ℅ Bayham’s Garbage Busters https://www.facebook.com/bayhamgarbagebusters/ Mayor Ketchabaw and Members of Council, As per direction from staff, we are submitting this letter as official correspondence and would respectfully request that it be placed on the agenda as an item requiring action. Similarly to that expressed in our previous correspondence from May 7th and May 11th, we would request that Council consider allowing Bayham’s Garbage Busters to distribute garbage bag tags to volunteers that pick up illegally dumped trash. We ask that the Municipality supply those tags and we would volunteer our time to distribute as needed. Volunteers are providing their time, protective equipment and garbage bags; we do not feel that it is fair to continue expecting them to use up their own tags or purchase additional tags. Let’s work together. Tags would be a great gesture. Thanks you for your consideration in this matter. Best Regards, Serge Pieters Susanne Schlotzhauer Cindy Stewart Marni Wolfe ℅ Bayham’s Garbage Busters https://www.facebook.com/bayhamgarbagebusters/ Mayor Ketchabaw and Members of Council, As per direction from staff, we are submitting this letter as official correspondence and would respectfully request that it be placed on the agenda as an item requiring action. Similarly to that expressed in our previous correspondence from May 7th and May 11th, we would request that Council consider uploading Council Meetings to the Municipality’s YouTube channel or municipal website for accessibility. As you all are fully aware, Bayham has been experiencing issues with both reliable internet service and mobility towers; many residents have difficulty connecting to the council meetings while being streamed live. To ensure all residents have access to the meetings, we feel this would be an equitable solution to ensure all residents have the opportunity to keep themselves informed and up to date on municipal affairs. Thank you for your consideration in this matter. Kindest Regards, Serge Pieters Susanne Schlotzhauer Cindy Stewart Marni Wolfe ℅ Bayham’s Garbage Busters https://www.facebook.com/bayhamgarbagebusters/ THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2021-035 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD MAY 20, 2021 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the Council meeting held May 20, 2021 is hereby adopted and confirmed as if all proceedings were expressly embodied in this by-law. 2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby authorized and directed to do all things necessary to give effect to the action of the Council including executing all documents and affixing the Corporate Seal. READ A FIRST, SECOND AND THIRD TIME and finally passed this 20th day of May, 2021. ____________________________ _____________________________ MAYOR CLERK