HomeMy WebLinkAboutJanuary 20, 2022 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, January 20, 2022 7:00 p.m. The January 20, 2022 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. Wendy Carmichael of Bayham Community Wellness Hub re Business Plan for potential wellness hub for the Municipality of Bayham B. Laura Edwards re Standing Committee for Vienna Community Centre
C. William Gheysen of Vienna Lions Club re Vienna Lions Community Centre 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Special Council Meeting held January 4, 2022 re 2022 – 2023 Draft Operating Budget
B. Regular Council Meeting held January 6, 2022 7. OPEN FORUM
8. MOTIONS AND NOTICE OF MOTION 9. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
9.1 Correspondence
9.1.1 Receive for Information
9.1.2 Requiring Action
9.2 Reports to Council 10. PHYSICAL SERVICES – EMERGENCY SERVICES
2022 Council Agenda January 20, 2022
2
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council A. Report PS-01/22 by Steve Adams, Manager of Public Works re Proposal Results – RFP 21-05 Supply and Delivery of One (1) Loader Backhoe B. Report PS-02/22 by Steve Adams, Manager of Public Works re Enhanced East Beach Washrooms Service Level 11. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
11.2 Reports to Council
A. Report DS-03/22 by Bill Knifton, Chief Building Official|Drainage Superintendent re 4th Quarter Report
12. FINANCE AND ADMINISTRATION
12.1 Correspondence
12.1.1 Receive for Information A. Alexandria Hospital Ingersoll and Tillsonburg District Memorial Hospital re COVID Outbreak, Taking Further Action and COVID Outbreak Update B. Long Point Region Conservation Authority minutes of Board of Directors Virtual Meeting held December 1, 2021
C. Municipality of Bayham 2022 Tree Application Notice
12.1.2 Requiring Action A. Jon Culford re Enhanced Communication | Action Proposal B. Elgin Group Police Services Board re Bayham Council Reappointment of Councillor Dan
Froese as the Elected Representative from Eastern Elgin 12.2 Reports to Council A. Report CAO-02/22 by Thomas Thayer, CAO|Clerk re Public Comments Received – Public Notice Period for Potential Sale – Parts 4 and 5, Plan 11R-10789 (Vienna Community Centre)
2022 Council Agenda January 20, 2022
3
13. BY-LAWS A. By-law No. 2022-006 Being a by-law to further amend By-law No. 2018-007, being a by-law to appoint Municipal Officers and Employees for the Municipality of Bayham 14. UNFINISHED BUSINESS 15. OTHER BUSINESS 15.1 In Camera A. Verbal Item re a proposed or pending acquisition or disposition of land by the
municipality or local board (Facilities) 15.2 Out of Camera
16. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2022-007 Being a by-law to confirm all actions of Council 17. ADJOURNMENT
1
BUSINESS PLAN
Bayham Community Wellness Hub
____________________
January 11, 2022
2
Executive Summary
The Company
The Community Safety and Well-Being plan Aylmer, St Thomas and Elgin 2021-2024 “is developed
as a roadmap for how partners across different sectors can work together to make our community a
safer, more inclusive place where all residents thrive.” The committee focussed on five major complex
issues:
● Education and Skills Development
● Housing Security
● Mental Health and Well Being
● Public Safety
● Substance Use and Addiction
The most cost effective and efficient way for the Municipality of Bayham Municipal Council to align
themselves with this Elgin plan is to support the development of a Wellness Hub.
The Wellness hub will provide a facility that can accommodate various programs developed in
partnership with Community partners, Council, a planning committee and the residents of Bayham.
These programs will address all key issues identified above and will address additional needs such as
food insecurity, support to families and individuals struggling financially, transportation and support for
offshore workers and residents whose first language is not English.
The Ownership
The company will be structured as a partnership initially until growth and efficacy has been identified
and a non-profit corporation will be the end goal.
The Management
Lions Club of Vienna, non-profit organization, is the partner who, at this time, will provide the
planning committee with the opportunity to apply for grants supporting start-up costs. The Planning
Committee will be responsible to develop and evolve the project with community partners to the
point that programs will be launched. At this time the Board of Directors will replace the planning
committee to include a council member, residents, Lion’s and Swan’s Club members and
community partners. The coordinator will ensure the partnerships remain viable and responsive to
the needs of the community and that the project runs smoothly.
The Goals and Objectives
1. Strengthen partnerships with the Lion's Club of Vienna, Southwest Public Health, Child and
Family Services of Elgin and St. Thomas, Alzheimer Society Southwest Partners, Fanshawe Career
and Employment Services and other community partners and create a health and wellness Hub
located in the Vienna Community Centre.
3
2. To offer services that address the priorities as outlined in the Aylmer-Elgin-St Thomas Community
Safety and Wellness Plan and address the needs of residents unique to residents living in a rural
community of significant distance from a major centre providing services such as healthcare and
social supports (Rural and Northern Health Care Report 2007). In keeping with the healthcare system
collapsing, we can support for COVID clinics and recovery.
3. To obtain funding from, for example, Ontario Trillium Foundation to develop and implement a
two-year pilot project to develop and initiate programs, develop a record keeping system and a
program to input stats and measurable outcomes and determine the feasibility of the project
ongoing and changes needing to be made.
The Product
Each participating agency will develop a profile of the client seen and the numbers of residents
serviced by their program, and provide statistics gathered on a monthly basis. On going evaluation
will occur and adjustments will be made to service delivery in order to ensure that service targets are
met. Statistics and other research information will be shared to the Municipality and to the County to
evaluate and determine if the goals of the Community Safety and Wellness Plan are being met by the
programs offered at the Wellness Hub.
The Target Market
Clients will range in age and gender from 0 to 90+. Each agency partner will bring with them a client
base that requires service.
Pricing Strategy
If feasible, rent may be charged to individual companies/professionals (e.g. massage therapists,) who
wish to use the space. Partners may be asked to incorporate satellite programs in rental agreements
when completing their annual budgets. Income will continue to be generated through weddings and
functions normally held in community centres. Fundraising and grant applications will be ongoing to
support growth, accessibility and community related needs.
Facilitation and development services offered will be in-kind; grant funding will support the project and
community members have offered their experience and expertise in assisting with this.
The Competitors
We will not be in competition with any other services since what we are offering is a
unique and all-encompassing wellness program design addressing the Southwestern
Public Health Oxford, Elgin, St Thomas position statements on challenges living in a
rural community preventing residents from engaging in healthy lifestyles. “Our
neighbourhoods and how they are built influence how healthy we are.” ( Southwestern
4
Public Health Oxford, Elgin, St Thomas, Position Statement: Built Environment 2019.)
We can have a Wellness Hub and a Recreational Hub(Straffordville) as well to fully
enhance the lives of residents living in Bayham.
Capital Requirements
Day to day operating costs will be covered by project funding during the latter 18 months of the 2 year
project. It is hoped that on-going funding will be secured, once actual costs are established. This writer
will provide in kind services for project and partnership development, guiding the establishing of the
planning committee and developing policies and procedures respecting those already in place with our
community partner agencies. This writer will also seek out applicable grants and work with our
community experts in applying and securing those grants and develop fundraising initiatives to support
the project as it evolves. The municipality is asked to provide the Vienna Community Centre,
insurance currently in place and cover overhead costs until we can secure start up fees.
5
Business Plan - Bayham Community Wellness Hub
The Company
Business Sector
Agencies in the county of Elgin whose mandate it is to provide care and support to the residents of
Elgin County have expressed interest in pursuing the potential development of a Wellness Hub in the
Vienna Community Centre. This initiative would be a partnership with agencies such as the Alzheimer
Society of Elgin, Family and Children’s Services of St Thomas and Elgin, Southwestern Public Health,
Fanshawe Career and Employment Services to name a few. Documents such as the Rural Response to
Covid 19 Across Perth and Huron March 2021; Enhancing Programs and Services for Older Adults in
Elgin County Strategic Review and Recommendations October 5, 2021; Rural and Northern Health
Care Report 2007; Community Safety and Well-Being Plan Elgin, Aylmer and St Thomas 2021 all
clearly identify the needs of rural Ontario and the Canadian Statistics 2016 indicate that many
households are at or below the poverty line and we have a diverse community many speaking German
as their first language. We are also an area of projected growth and residents of Bayham are under
served regarding services required to meet basic needs.
“Community Hubs serve as a central point which
● Offer services in collaboration with different community agencies and services providers
● Reduce Administrative duplication
● Improve services for residents and are responsive to the needs of their communities.”
(Ontario Community Hubs.ca 2015)
Company History
Much documentation is available to support the development of hubs. It was an initiative introduced
and embraced in 2015 and this structure continues today. Hub structures vary to include the East Lions
Community Centre in London recently opened for recreational activities including dance, swimming,
reading as well as pickleball. There is a successful wellness hub similar to that which we are
developing, at Lang’s Farm in Cambridge with a Satellite site in North Dumfries. The other end of the
spectrum is a hub in Brampton and Mississauga offering a real estate brokerage type service for non-
profit and they report to be doing well. All the hubs are non-profit and to date have been enjoying
various years of success with the exception of the newly opened centre in London.
Company Goals and Objectives
1. In partnership with the Lion's Club of Vienna, Southwest Public Health, Child and Family Services
of Elgin and St. Thomas, Alzheimer Society Southwest Partners, Fanshawe Career and Employment
Services and other partners yet to be developed, the goal is to develop a wellness Hub located in the
Vienna Community Centre.
6
2. To offer services that address the priorities outlined in the Aylmer-Elgin St Thomas Community
Safety and Wellness Plan and in consideration for the social determinants that negatively affect the
general well being of the residents of the Municipality of Bayham. Such social determinants of health
include income and income distribution, education, unemployment and job security, employment and
working conditions, early child development, food insecurity, housing, social exclusion, social safety
net, health services, geography, disability, Indigenous ancestry, gender, immigration, race and
globalization. (Canadian Facts authored by Julia Mikkonen and Dennis Raphael)
3. To obtain funding from, for example, Ontario Trillium Foundation to develop and implement a
two year pilot project with the goal of developing and initiating programs, developing a record
keeping system and a program to input stats and measurable outcomes as well as determine the
feasibility of the project ongoing and changes needing to be made.
Company Ownership Structure
The company will be structured as a partnership initially until growth and efficacy has been identified
and a non-profit corporation will be the end goal.
Ownership Background
The Vienna Community Centre is owned and operated by the Municipality of Bayham. The Lions Club
of Vienna have been instrumental in fundraising and providing much of the contents and upkeep of the
building and green space over the years. The “Hub” Model has been identified as a cost effective model
that reduces duplication of services, is responsive to community need, and eliminates barriers to
service. This model will be a new venture undertaken with the support of many community partners
and initially a planning committee will be needed to develop the structure and programs. Data will be
gathered regarding performance of programs and outcomes will be made available to Elgin County to
address the goals of the Community Safety and Wellness Committee and the municipality since we are
asking that they support the venture until funds and corporation status are finalized. The Lion’s Club
has offered to support the hub development with their non-profit status for grant application at this
time.
You will find four letters of support and an interest in pursuing further discussion regarding the
wellness hub and development of programs. They were received from the Alzheimer Society
Southwest Partners, Family and Children’s Services of St Thomas and Elgin, Fanshawe Career and
Employment Services St Thomas/Aylmer and Southwestern Public Health Oxford, Elgin, St Thomas.
Interest in assisting with our endeavors have been expressed by Harvest Bowl and Elgin Midwives but
time has been an obstacle in the development of additional partnerships .
Company Management Structure
Lions Club of Vienna is a partner who has offered to allow us to benefit from their non-profit status
for grant applications initially. The Planning Committee will be responsible to oversee the
coordinator and the project. The coordinator will ensure the partnerships remain viable and
7
responsive to the needs of the community and that the project runs smoothly. Eventually the
Planning Committee will be replaced by a Board of Directors and they and the coordinator will
continue to work together. Two highly experienced and successful community members have
offered to assist in the grant applications.
Organizational Timeline
Year 1
Building procurement
Secure funding
Appoint a planning committee
Establish roles and responsibilities and identify and join community steering committees
Develop structural outlines regarding policies, procedures
Solidify partnerships and develop goals to be offered by partners
Develop operating budget
Develop marketing strategies to educate the communities regarding the services provided and Intake
process. Share with community partners the services offered at the hub, how to access and contact
information,
Year 2
Board of Directors in place
Implement services
Ongoing review of programs and program needs
Initiate change to programs as needed
Final Evaluation
Establish non-profit status as a corporation
Ongoing funding sought.
Company Assets and Location Analysis
The Vienna Community Centre is a perfect venue for this project for the following reasons:
1. Location being a five-minute drive from Port Burwell which in the summer receives 115,000
visitors to the provincial park. Vienna is also central for many farms who employ offshore
workers.
2. Flexibility of space for community services, fundraising events and community events. This
hall allows two or three activities to occur concurrently so that provides anonymity for clients
attending the centre in that others in the community will not be aware of which program a
client is accessing.
3. The VCC is a municipal building which offers a safe place that provides services to meet the
needs of clients with the most sensitive of issues such as gender identity concerns, families
8
struggling and requiring the support of Family and Children's Services and/or social disease
processes requiring the support of a Public Health Nurse. The building has no affiliation to a
religious or cultural organization that may serve to trigger some clients who wish to come for
support making it a neutral space.
4. Vienna is an area that has the capacity for the largest growth regarding housing in Bayham.
Presently we have few services to provide for the needs of the current residents and will have
little to offer new residents since we are under served.
5. Because the income for the average household was identified as below $50,000.00 in the
2016 Stats Canada documents and we have an aging population, securing and paying for
transportation to Tillsonburg, Aylmer and even Straffordville can be expensive. If a senior
has to attend a foot or wound care clinic in Tillsonburg and has to pay 42 cents a kilometer
through Senior Support Services, the hub will provide closer proximity to care and be much
more affordable.
6. The green space adjacent to the building can be an area of growth should the needs of the
community exceed the current size of the community centre.
7. You cannot have a healthy community without amenities and the development of the hub in
Vienna will ensure a healthy community for all of Bayham especially Port Burwell and
Vienna since they are both hubs at the southernmost tip of the municipality and lack
healthcare and programs to support healthy families and lifestyle.
8. Vienna has potable water available for service providers to use while at the site.
9. Overall safety and well being of the community of Port Burwell and Vienna in the case of
environmental disasters such as tornadoes, flooding, ice storms to name but a few. Climate
change is drastically impacting on the safety and well being of communities daily.
The founding Coordinator is a Registered Nurse with over 45 years working experience in a
diversity of settings. The motivation for this project is to live in a community that is vibrant and
responsive to community need.
The Product
The Product
Each participating agency will project the number of clients seen on a monthly basis. On going
evaluation will occur and adjustments will be made to service delivery in order to ensure that service
targets are met.
Data collected will be made available to community partners if needed for research purposes or in
grant applications and additional budget requests of the appropriate funding organizations.
Future Products
9
As the Hub becomes known in the community, services offered will be expanded as required. For
example, Adolescents requiring volunteer hours for high school graduation may be provided an
opportunity to fulfill this requirement through after school programs. The potential for programs is
as vast as one’s imagination.
Marketing Plan
The Target Market
Clients will range in age and gender from 0 to 90+. Each agency will bring with them a client base
that requires service in the Bayham municipality. If needed, we can provide support to neighbouring
municipalities.
Established Customers
It is the hope of the project that new clients will come forward as the project becomes known in
the community. Currently agencies are attempting to provide services but with increasing demand
and a beleaguered workforce, gaps in care occur and clients may do without necessary services.
Pricing
Initially we are asking that the municipality support our initiative by opening the Vienna Community
Centre and cover the operating costs and insurance while we access grant funding and develop
fundraising plans.
If feasible, rent may be charged to individual companies/professionals (i.e., massage therapists) who
wish to use the space. Agencies may eventually be able to include budgeting for the site in their own
annual budgets for some cost recovery.
Coordination services for the project will be offered as in-kind services for the first year to develop
the program. This would be a value of approximately $90,000.00 as per current Ontario Nurses
Association rates. Grant funding will support the initial start up costs for the project.
Advertising
A marketing strategy will be developed by the Planning Committee, Coordinator and
Community Partners; additionally, individual participating agencies will be responsible for
marketing their services at VCC with their existing clients.
Competitor Analysis
The Competitors
10
We will not be in competition with any other services since what we are offering is a
unique and all-encompassing wellness program design addressing the Southwestern
Public Health Oxford, Elgin, St Thomas position statements on challenges living in a
rural community preventing residents from engaging in healthy lifestyles. “Our
neighbourhoods and how they are built influence how healthy we are.” (Southwestern
Public Health Oxford, Elgin, St Thomas, Position Statement: Built Environment 2019.)
We can have a Wellness Hub and a Recreational Hub as well to fully enhance the lives
of residents living in Bayham.
Operations
Staffing
The Hub will require a Coordinator and volunteer Planning Committee to include a council
member. Program staffing will be provided by the participating agencies. There may eventually
be room for growth in employment with partner agencies based on the programs and staffing
needs identified by the partnering agency. The cleaning staff in place at the Straffordville Hall
could be shared with the Vienna Community Centre.
Capital Requirements Plan
Capital Requirements
Initially we are seeking the support of the municipality to open the Vienna community Centre and
cover the operating costs for the first six months so we can establish funding for start-up costs through
grants. Day to day operating costs will be covered by project funding during the latter 18 months of the
two years of the project. It is hoped that on-going funding will be secured, once actual costs are
established. The services of the coordinator are offered as in kind for the initial year of the project.
11
Addendums:
Letters of Support from Alzheimer Society, Family and Children’s Services of St Thomas and
Elgin, Southwestern Public Health and Fanshawe Career and Employment Services of St
Thomas/Aylmer.
Reference Articles:
1. Canada and Ontario invest in new $66.9 million community centre in Scarborough in
partnership with the YMCA of Greater Toronto Infrastructure Canada June 10, 2021
2. Community Hubs in Ontario A Strategic Framework and action plan 2015.
3. Community Safety and Well-Being Plan Aylmer-Elgin-St Thomas 2021-2024
4. East Lions Community Centre to open Friday-finally CTV News Dec. 13, 2021
5. Enhancing Programs and Services for Older Adults in Elgin County Strategic Review
and Recommendations Fanshawe Corporate Training Solutions October 5, 2021
6. Exploring New Horizons Promoting Health and Community Empowerment Annual
Report 2018-2019
7. $67M in funding breathes new life into Scarborough community hub project Link2Build
Ontario June11, 2021
8. Rural Response to COVID-19 Mental Health Across Perth-Huron Project results March
2021
9. Rural and Northern Health Care Report Executive Summary 2007
10. Southwestern Public Health Oxford-Elgin-St Thomas Position Statement “Built
Environment” Sept 30, 2019
12
z
BAYHAM
COMMUNITY
WELLNESS
HUB
BUSINESS PROPOSAL
The five major complex issues identified in the Community
safety and well-being plan Aylmer, St.Thomas, and Elgin:
●Education and Skills Development
●Housing Security
●Mental Health and Well Being
●Public Safety
●Substance Use and Addiction
The most cost effective and efficient way for the Municipality of
Bayham Municipal Council to align themselves with this Elgin plan is
to support the development of a Wellness Hub.
The Company/Business
z What is a Community Wellness Hub?
▪“Community Hubs serve as a central point which
▪●Offer services in collaboration with different
community agencies and services providers
▪●Reduce Administrative duplication
▪●Improve services for residents and are responsive
to the needs of their communities.”
▪(Ontario Community Hubs.ca 2015)
z Who makes up the Wellness Hub?
•Residents of Bayham
•Community Partners from various agencies such as:
Alzheimer’s Society, Family and Children’s Services of St.
Thomas and Elgin, Southwestern Public Health, Fanshawe
Career and Employment Services of St. Thomas/Aylmer
and others.
•Planning Committee/ Board of Directors and coordinator
Why The Community Wellness Hub
To offer services that address the priorities outlined in the Aylmer-Elgin St Thomas
Community Safety and Wellness Plan and in consideration for the social
determinants that negatively affect the general well being of the residents of the
Municipality of Bayham.
Such social determinants of health include:
•Income and income distribution
•Education
•Unemployment and job security
•Employment and working conditions
•Early child development
•Food insecurity
•Housing
•Social exclusion and safety net
(Canadian Facts authored by Julia Mikkonen and Dennis Raphael)
•Health services
•Geography
•Disability
•Indigenous ancestry
•Gender
•Immigration
•Race
•Globalization
When: The Time is Now for a Community Wellness Hub
Organizational TimeLine
Year 1:
•Building procurement
•Secure funding
•Appoint a planning committee
•Establish roles and responsibilities and
identify and join community steering
committees
•Develop structural outlines regarding
policies, procedures
•Solidify partnerships and develop goals to
be offered by partners
•Develop operating budget
•Develop marketing strategies to educate
the communities regarding the services
provided and Intake process. Share with
community partners the services offered at
the hub, how to access and contact
information,
Year 2:
•Board of Directors in place
•Implement services
•Ongoing review of programs and
program needs
•Initiate change to programs as
needed
•Final Evaluation
•Establish non-profit status as a
corporation
•Ongoing funding sought.
How will the project be funded
•Day to day operating costs will be covered by project funding during the latter 18 months of the
2 year project.
•Municipality is asked to provide the Vienna Community Centre, insurance currently in place
and cover overhead costs until we can secure start up fees. (approximately first 6 months)
•On-going funding will be secured, once actual costs are established. Coordinator will provide in
kind services year one of approximately $90,000 for project and partnership development,
guiding the establishing of the planning committee and developing policies and procedures
respecting those already in place with our community partner agencies.
•Coordinator will also seek out applicable grants and work with our community experts in
applying and securing those grants and develop fundraising initiatives to support the project as
it evolves. Lions Club will provide non-profit status for grant application after reviewing each
initiative
Where Will the Wellness Hub be located?
1. Location being a five-minute drive from Port Burwell which in the summer receives 115,000
visitors to the provincial park. Vienna is also central for many farms who employ offshore workers.
2. Flexibility of space for community services, fundraising events and community events. This hall
allows two or three activities to occur concurrently
so that provides anonymity for clients attending the centre in that others in the community will not
be aware of which program a client is accessing.
3. The VCC is a municipal building which offers a safe place that provides services to meet the
needs of clients with the most sensitive of issues such as gender identity concerns, families
struggling and requiring the support of Family and Children's Services and/or social disease
processes requiring the support of a Public Health Nurse. The building has no affiliation to a
religious or cultural organization that may serve to trigger some clients who wish to come for
support making it a neutral space.
4 .Vienna is an area that has the capacity for the largest growth regarding housing in Bayham.
Presently we have few services to provide for the needs of the current residents and will have little
to offer new residents since we are under served.
The Vienna Community Centre is a perfect venue for this project for the following reasons:
5. Because the income for the average household was identified as below
$50,000.00 in the 2016 Stats Canada documents and we have an aging population,
securing and paying for transportation to Tillsonburg, Aylmer and even Straffordville
can be expensive. If a senior has to attend a foot or wound care clinic in Tillsonburg
and has to pay 42 cents a kilometer through Senior Support Services, the hub will
provide closer proximity to care and be much more affordable.
6. The green space adjacent to the building can be an area of growth should the
needs of the community exceed the current size of the community centre.
7. You cannot have a healthy community without amenities and the development of
the hub in Vienna will ensure a healthy community for all of Bayham especially Port
Burwell and Vienna since they are both hubs at the southernmost tip of the
municipality and lack healthcare and programs to support healthy families and
lifestyle.
8. Vienna has potable water available for service providers to use while at the site.
9. Overall safety and well being of the community of Port Burwell and Vienna in the
case of environmental disasters such as tornadoes, flooding, ice storms to name but
a few. Climate change is drastically impacting on the safety and well being of
communities daily.
Career & Employment Services Fanshawe
417 Wellington St. Elgin Mall
St. Thomas, ON
N5R 5J5
519-637-9876
John Griffiths, BA, MC
Manager, Career and Employment Services
St. Thomas/Elgin Regional Campus
Faculty of Access, Language and Regional Campuses
120 Bill Martyn Parkway, St. Thomas ON N5R 6A7
January 7, 2022
Municipality of Bayham Council and CAO
Attention: Mayor E. Ketchabaw
Deputy Mayor R. Weisler
Councillor V. Donnell
Councillor D. Froese
Councillor Susan Chilcott
CAO T Thayer
It is my pleasure to submit this letter in support of further discussion with Wendy Carmichael
acting facilitator of the Bayham Wellness Hub, regarding the future development of programs with
Fanshawe College Career and Employment Services, St Thomas / Elgin to enhance the lives of the
residents of Bayham.
I spoke with Wendy recently when she introduced the potential development of the Bayham
Wellness Hub in cooperation with community partners of Elgin County. The identified goal is to
enrich the lives of community residents in this underserviced municipality through promotion of
physical and mental wellness programs and to address fundamental needs such as food literacy
and security, effective parenting support, education regarding disease process, sexuality,
pregnancy, birthing and healthy baby development. Senior programs to meet the ongoing needs
related to aging at home is another identified priority. It is our understanding that programs will
have a sensitivity to diversity. Wendy suggested that ongoing assessments of needs, goals,
outcomes and potential grant proposals will be provided to support future growth.
In conclusion, I on behalf of Fanshawe College Career and Employment Services, St Thomas / Elgin
fully support the efforts of developing the Bayham Wellness Hub and look forward to further
discussion regarding our partnership in the development of future programs in coordination with
Wendy Carmichael, acting facilitator of this community project.
Sincerely,
John Griffiths
www.swpublichealth.ca
St. Thomas Site
Administrative Office
1230 Talbot Street
St. Thomas, ON
N5P 1G9
Woodstock Site
410 Buller Street
Woodstock, ON
N4S 4N2
January 7, 2022
To: Municipality of Bayham Council and CAO
Attention: Mayor E. Ketchabaw, Deputy Mayor R. Weisler, Councillor V. Donnell, Councillor D.
Froese, Councilor Susan Chilcott and CAO T. Thayer,
From: Felix Harmos, Program Manager, Southwestern Public Health
Esteemed Mayor, Council Members and Chief Administrative Officer,
It is my pleasure to submit this letter in support of further discussion with Wendy Carmichael,
acting facilitator of the Bayham Wellness Hub, regarding the future development of programs in
partnership with Southwestern Public Health (SWPH), to enhance the lives of the residents of
Bayham.
I spoke with Wendy recently, when she conceptualized the development of a Wellness Hub in
the Township of Bayham.The identified goal is to enrich the lives of community residents in this
underserviced municipality, by promoting physical and mental wellness programs to address
fundamental needs such as food literacy and security, effective parenting support, education
regarding disease processes, sexuality, pregnancy, birthing and healthy baby development, as
well as senior programs to meet the ongoing needs of aging at home. It is our understanding
that programs will have a sensitivity to diversity. Wendy suggested that ongoing assessments
of needs, goals, outcomes and potential grant proposals will be provided to support future
growth.
As Manager for the Healthy Growth and Development and Sexual Health Programs at SWPH, I
fully support the efforts of developing this concept into reality. I look forward to further
discussion regarding our partnership in the development of future programs in coordination with
Wendy Carmichael, acting facilitator of this community project.
Sincerely,
FELIX HARMOS, MHSC
Program Manager
SOUTHWESTERN PUBLIC HEALTH
Letter of Support
January 6, 2022
To Wendy Carmichael and the community organizing team:
Please accept this letter of support for looking into the feasibility of developing a
Bayham Wellness Hub. It is commendable to embark on a project to enhance
community services to promote wellness and wellbeing.
The Alzheimer Society Southwest Partners is a local not for profit charitable
organization offering services throughout Elgin, Middlesex and Oxford Counties. Our
mission is to alleviate the personal and social consequences of Alzheimer’s disease
and other dementias and to promote research. We provide education, support,
awareness, information, advocacy and funding for research. Last year we served over
5,000 people.
As we currently serve the Elgin community, we would absolutely be interested in
bringing our services such as public education to any group or gatherings. Please keep
us posted as your project moves forward.
Sincerely,
Christine Poier
Director of Operations & Elgin Lead,
Alzheimer Society Southwest Partners
229-450 Sunset Drive, St. Thomas, ON N5R 5V1 https://alzswp.ca/ 519-633-4396
January 10, 2022,
Municipality of Bayham Council and CAO
Attention: Mayor E Ketchabaw, Deputy Mayor R Weisler, Councillor V Donnell, Councillor D Froese,
Councillor Susan Chilcott and CAO T Thayer,
Wendy Carmichael acting facilitator of the Bayham Wellness Hub, has reached out regarding the future
development of the Hub and the collaborative opportunities that will enhance the lives of the residents
of Bayham. We are excited about the potential of this initiative and support the scope of this endeavor.
It is our understanding that the Bayham Wellness Hub identified goal is to enrich the lives of community
residents in this underserviced municipality through promotion of physical and mental wellness
programs and to address fundamental needs such as food literacy and security, effective parenting
support, education regarding disease process, sexuality, pregnancy, birthing and healthy baby
development. As well as senior programs to meet the ongoing needs related to aging at home. We see
the value in local programming for this underserved community.
In conclusion Family and Children Services of St Thomas and Elgin support the efforts of developing the
Bayham Wellness Hub and look forward to further discussion regarding our potential partnerships in the
development of future programs.
Sincerely,
Myles Proulx
Volunteer and Community Engagement Advocate
Family and Children’s Services of St Thomas and Elgin County
Jan 13, 2021
To Council and CAO
Re: Delegation
Attached are FOUR sample Terms of Reference of neighbouring municipalities that have adopted
Standing Committees of Council with respect to their community centres and/or parks.
They encourage collaboration between members of the public and council, enhance community
engagement in order to achieve mutual satisfactory goals in regards to recreation availability to their
communities.
These documents are included for your information and review:
-SouthWest Oxford
-Dutton / Dunwich
-Southwold
-West Elgin (draft pending resolution)
Key speaking points of the delegation relating to the importance of developing a Community
Centre/Parks Committee:
•developable land inventory relating to future potential population growth within Vienna
•The importance of committees as they relate to the Official Plans of Bayham and Elgin
pertaining to Vienna and area
•Bayham Advisory Board and Committee Policy and applicable Bylaws
•Bayham’s Principles of Community Engagement
•Elgincentives (March 2019) – relevance of a committee (including community centres) to
achieve goals and objectives set out in the Community Improvement Program
The reason to establish this committee is to create a plan for the Vienna Community Centre to keep it
viable and operating in order to meet the needs of the community in relation to recreation, programs
for young and old, potential health services , a centre for service clubs to operate, to promote
volunteerism, a place for organizations to be successful with their fundraising efforts. This committee
would promote the centre to achieve better utilization to lessen the financial costs of operation. This
committee goal would also be to foster inclusivity and community participation/engagement.
Action item
I am asking council for their support to create a standing committee of council to address the needs of
the community in Vienna & area. The goals of the committee would be to help guide and develop
future plans for the Vienna Community Centres as it pertains to current policies, plans and potential
growth. This will help improve the health and well-being of Vienna residents and prepare for its future.
With respect to the four samples attached, I am requesting that they be used as guide to help create
and develop the Vienna Community Centre and Parks Recreation Committee. I am available to discuss
and participate in this activity.
Laura Edwards
THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
BY-LAW NUMBER 2021-12
BEING A BY-LAW TO APPOINT COUNCILLORS AND
RATEPAYERS TO VARIOUS COMMITTEES AND BOARDS
REQUIRING COUNCIL REPRESENTATION AND TO REPEAL
BY-LAW NO. 2018-87.
WHEREAS the Line Fences Act, .S.O 1990, c. 17, s. 2, as amended requires that the
council of every local municipality shall by by-law appoint such number of fence -viewers
as are required to carry out the provisions of this Act and the by-law shall fix the
remuneration to be paid to the fence -viewers and the remuneration may be fixed on an
hourly or daily rate or a rate for each attendance or re -attendance by the fence -viewers;
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
HEREBY ENACTS AS FOLLOWS:
THAT the following persons are hereby appointed as Fence Viewers for the Township
of Southwold; AND FURTHER THAT the remuneration be set at a rate of $60 for each
attendance up to a maximum of two hours, and then $60 for each hour thereafter, plus
mileage:
Dwight Koyle, Nick Doelman
AND THAT the fee to the applicant is set at $ 180 (which represents $60/fence viewer x
3) for each authorized attendance up to a maximum of 2 hrs + mileage, and then $180
for every hour thereafter plus all administrative costs associated with the request.
AND WHEREAS the Livestock, Poultry and Honey Bee Protection Act, R.S.O. 1990, C.
L.24, s. 4 (1), as amended requires that the council of every local municipality shall
appoint one or more persons as valuers of livestock and poultry for the purposes of this
Act;
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
HEREBY ENACTS AS FOLLOWS:
THAT the following persons are hereby appointed as Livestock Evaluators for the
Township of Southwold; AND FURTHER THAT the remuneration be set at a rate of $50
per attendance plus mileage:
Nick Doelman
AND WHEREAS the Municipal Act, S.O. 2001, Chapter 25, S.11(1) as amended
confers broad authority to municipalities to enable them to govern their affairs as they
consider appropriate and to enhance their ability to respond to municipal issues;
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
HEREBY ENACTS AS FOLLOWS:
That the Members of Council for the Township of Southwold are hereby appointed to
the following Boards and Committees:
COUNCIL APPOINTMENTS
Elgin Area Primary Board
Deputy Mayor Robert Monteith Alternate: Councillor Peter North
Secondary Water Supply System Provisional Joint Board of Management
Councillor Justin Pennings Alternate: Grant Jones
Kettle Creek Conservation Authority
Mayor Grant Jones
Landfill Public Liaison Committee
Councillor Sarah Emons
Lower Thames Valley Conservation Authority
Councillor Sarah Emons
Elgin Cycle Master Plan
Councillor Sarah Emons
Southwold Community Policing Association
Deputy Mayor Robert Monteith
Elgin -St. Thomas Health - Healthy Communities Partnership
Deputy Mayor Robert Monteith
Phragmites Working Group
Councillor Justin Pennings
Iona Park Committee
Councillor Justin Pennings
AND FURTHER THAT the Council for the Township of Southwold deems it desirable to
establish Committees of Council and further that the following members of Council,
staff and ratepayers are hereby appointed as follows:
Canada Day Committee
Councillor Sarah Emons
Jim Carder
Lizeanne Kerkvliet
Committee Appointment Bylaw #2021-12 Page 2 of 34
Communities in Bloom — Sub Committee of Southwold Economic Development
Committee
Mayor Grant Jones Valerie Cron
Jim Hamilton Karen Graff
Cathy Koyle Jo -Anne Cummings -Stinson
Shelley Smith Gord Longhurst
Brenda Longhurst
June McLarty — Staff Resource
History Committee — Sub Committee of Southwold Economic Development
Ross Burgar Pat Temple
Mary Clutterbuck Perry Clutterbuck
Karen Collard Janice Fisher
Melba Marr Kim Poole
Luella Monteith Ken Monteith
Family Day Committee
Councillor Peter North Councillor Justin Pennings
Michelle Lackey Keith Orchard
Jim Carder Jade Rogers
Abi North Karen Olmstead
Lizeanne Kerkvliet Deb Logghe
Dan Logghe Lisa Streib
Jane Cox Darlene Wadsworth
Lisa Higgs, CAO/Clerk — Staff Resource
Southwold Young at Heart Committee
Councillor Sarah Emons
Deb Logghe Kim Poole
Karen Olmstead Trudy Kanellis
Pat Stannard Randy Graham
June McLarty, Staff Resource
Zero Waste Committee
Councillor Sarah Emons
Shannon Lynch Emily Ogorek
Niki Pennings Jess Andrews
Lindsay Dawson
Caitlin Wight, Staff Resource
Talbotville Station Technical Advisory Committee
Mayor Grant Jones Councillor Justin Pennings
Jeff McArthur Barry Smith
Chris Kampers Steve Van Maanen
Caitlin Wight, Staff Resource
Committee Appointment Bylaw #2021-12 Page 4 of 34
Entertainment/Social Committee
Councillor Sarah Emons
Brent Clutterbuck
June McLarty
Parks Committee
Councillor Peter North
Talbotville — Men's Baseball — Brad Streib
Lisa Higgs CAO/Clerk
Mark Filewood
Councillor Justin Pennings
Youth Baseball — Janice Fisher (Alt. Randy Fisher)
Men's Soccer — Matt Carder (Alt. Colin Burton)
Ladies' Soccer— Krista Ferguson
Youth Soccer — Lynda Wray
Ice Pad — Dave Arnett (Alt. Erica Arnett)
Shedden - Men's Baseball - Trevor Martin
Ladies' Baseball —Andrea Foster (Alt. Michelle Jackson)
Adult Soccer — Michelle Lackey (Alt. Amanda Luyks)
Youth Soccer — Steve Bushell (Alt. Sherri Jones)
Fingal - Men's Baseball — Carl Jones
Ladies' Baseball — Janice Lockhart
Staff Resource — Lori Redman
Staff Resource — Jeff Wilcox
Shedden Recreation & Keystone Complex Committee
Deputy Mayor Robert Monteith Councillor Sarah Emons
Shirley Longhurst - Fair Board Don Miller - Fair Board
John Coleman — Ice Pad
Jim Carder - Fingal/Shedden & District Optimists (Alt. Bill Carder)
Keith Orchard — Rosy Rhubarb
Brian Rieger - Shedden Tractor Pull (Alt. Bob Cummings)
Lindsay Lackey — Shedden Soccer
Caitlin Wight - Staff Resource
Southwold War Memorial Committee
Councillor Sarah Emons Rev John Brown
Perry Clutterbuck Bill Aarts
Mary Clutterbuck Len Lynch
Rev Diane Macpherson Gayle Bogart
Michele Lant - Staff Resource
Southwold Economic Development Committee
Councillor Peter North Councillor Justin Pennings
Jim Carder Graydon Laing
Steve Bushell
Barry Harrison
Elgin Business Resource Centre —Staff Resource
County of Elgin Economic Development — Staff Resource
Lisa Higgs, CAO/Clerk - Staff -Resource
Jeff Carswell, Treasurer - Staff Resource
Committee Appointment Bylaw #2021-12 Page 3 of 34
OTHER COUNCIL APPOINTMENTS
Green Lane Trust Fund Board
Mayor Grant Jones
Councillor Peter North
Note: ' = Non -Voting Members
QUALIFICATIONS
Deputy Mayor Robert Monteith
In order to qualify as an appointed member of a Committee of Council, applicants shall;
Be a Canadian citizen
Be at least 18 years old
Not be prohibited from voting under the Election Act R.S.O. 1990 or otherwise
prohibited by law
VACANCIES
In the event of a vacancy, the Committee of Council will recruit replacement members
and recommend appointments to be made by Council.
Upon acceptance of an application the Municipal Clerk shall notify the applicant(s) and
Committee or Board that the position has been filled. The Committee Appointment by-
law shall be updated accordingly.
TERM OF OFFICE
Term of office for all volunteer appointments shall be for the term of Council unless
terminated sooner by a resolution of Council and unless otherwise prohibited.
Volunteer members may be reappointed by resolution of Council to the following term.
All members including volunteer and Council members will remain in office until their
respective successors are appointed by Council. Council member appointments shall
be reviewed at the end of two (2) years.
MINUTES
The Council Appointee or Chair of each Committee shall ensure that minutes of each
meeting are provided to the Clerk to be circulated to Council.
OTHER
That the 'Township of Southwold Committee Structure - Terms of Reference" shall form
Schedule "A" to this by-law.
That Schedule "B", Terms of Reference, Southwold Economic Development Committee,
shall form part of this by-law.
Committee Appointment Bylaw #2021-12 Page 5 of 34
That Schedule "C", Terms of Reference, Southwold Young at Heart Committee, shall
form part of this by-law.
That Schedule "D", Terms of Reference, Southwold Zero Waste Committee, shall form
part of this by-law.
That Schedule "E", Terms of Reference, Talbotville Station Technical Advisory
Committee, shall form part of this by-law.
That by-law 2018-87 are hereby repealed in their entirety and any Bylaws that are
inconsistent with the provisions found in this By -Law be and are hereby repealed.
Council may make additional appointments to the committees by resolution.
This by-law shall come into force and take effect upon the final reading thereof.
If mileage for attending a meeting outside of Elgin County or City of London is not paid
for by the associated organization, then mileage would be reimbursed in accordance
with the Township of Southwold current policy.
READ A FIRST AND SECOND TIME, CONSIDERED READ A THIRD TIME, AND
FINALLY PA$SED THIS 25th DAY OF JANUARY, 2021.
M
Jones
Clerk
Ken Loveland
Committee Appointment Bylaw #2021-12 Page 6 of 34
Schedule "A" to By -Law No. 2021-12
I r, TOWNSHIP OF SOUTHWOLD
COMMITTEE STRUCTURE
TERMS OF REFERENCE
1. NAME
The Committees of Council shall be established and named as follows:
a) Canada Day Committee
b) Entertainment/Social Committee
c) Parks Committee
d) Shedden Recreation & Keystone Complex Committee
e) Southwold Economic Development Committee
f) Southwold War Memorial Committee
g) Southwold Young at Heart Committee
h) Talbotville Neighbourhood Committee
i) Southwold Zero Waste Committee
j) Talbotville Station Technical Advisory Committee
k) Other Committees and Sub -committees appointed from
time to time by recommendation of Council.
The Terms of Reference shall apply to all Committees of Council where applicable.
2. STATEMENT OF PURPOSE
To make recommendations to Council for the operation of the Township.
To make recommendations to Council for the operation of the appropriate
department.
3. OBJECTIVES
The Committee should be established to recommend to Council regarding the
operation of the area of responsibility for which the Committee has
Committee Appointment Bylaw #2021-12 Page 7 of 34
responsibility. This will help to ensure an efficient operation of the
department.
4. ROLE OF THE COMMITTEE
To make recommendations to Administrative Staff and Council for the
operation of the various departments of the Township.
i) Parks Committee and Shedden Recreation and Keystone Complex
Committee
shall be responsible for the following:
a) To assist Council with identifying recreational needs with the
community and recommending programs to fulfill these needs;
b) Monitor recreational activities and report on all activities through
the minutes of their meeting;
c) The Committee with the assistance of members and volunteer
will undertake and promote fundraising and donation programs
to the best of their ability. Such programs may be for general
operating assistance or special programs /capital projects
approved by Council;
d) Prepare and submit an recommended proposed annual
operating and capital budget;
e) Recommend to Council the appointments of Committee
Members and the formation and make up of any Sub
Committee;
f) Provide minutes of the Committee meetings to be circulated to
Council for their approval in a timely manner.
ii) Canada Day Committee
a) To organize on behalf of Council the annual Canada Day
celebrations;
b) To work with other groups and volunteers to organize the
Canada Day activities;
c) To provide Council with the minutes of the Committee meetings
to be circulated and approved by Council in a timely manner.
iii) Southwold War Memorial Committee
a) To organize on behalf of Council the annual Remembrance Day
Ceremony;
b) To provide Council with the minutes of the Committee meetings
to be approved by Council in a timely manner.
iv) Entertainment /Social Committee
a) To organize on behalf of Council social and entertaining
functions for staff and Council members.
v) Economic Development Committee and Sub -committees -
Communities in Bloom and History Committee
Committee Appointment Bylaw #2021- 12 Page 8 of 34
a) Make recommendations for the development and
implementation of an appropriate action plan;
b) Make recommendations for development of a cost effective
marketing program to promote Southwold Township;
c) Monitor all economic development activities within Southwold
Township;
d) Prepare and submit a proposal for annual operating budget
requirements including long term capital projects for Councils'
consideration and approval annually as required. The Committee
will monitor the budget throughout the year;
e) Make recommendation to Council for potential funding sources;
f) Make recommendations on the development and
implementation of the Township's Sustainability Plan;
g) Make recommendations on projects that will diversify our
economic base as well as new projects that will support and lead
to new economic growth;
h) Work in conjunction on joint initiatives when possible with
representatives from the County of Elgin Economic Development
and the Elgin Business Resource Centre;
i) To recommend the formation of Sub -committees and members
to Council.
S. MEETING FREQUENCY AND LOCATION OF MEETINGS
Meetings will be held on a monthly basis and/or as needed basis, or as called
by the Chair of the Committee, at a time and place as agreed by members.
Special meetings may be called by the Chairman or at the request of two
Committee members.
The conduct of Committees of Council and its members are governed by the
same legislation as Council. Of particular note, are the Municipal Act, the
Municipal Conflict of Interest Act and the Municipal Freedom of Information
and Protection of Privacy Act.
The meetings of the Committee are open to the public. It will be at the
decision of the Chairperson of the Committee, if the member(s) of the public
are allowed to address the Committee.
Although, the meetings are open to the public this does not allow the public
to participate in the meeting, vote on any subject or contribute to the
discussions.
6. VOTING
Where a matter cannot be settled by consensus, a majority vote of members
present will be used to reach a decision. The need for a vote will be at the
discretion of the Chairman. A majority vote of the members present will be
used to reach a decision.
Committee Appointment Bylaw #2021-12 Page 9 of 34
7. MEMBERSHIP
The Committees of Council shall be comprised of the following members
appointed by Council:
a) Voting Members appointed for the term of Council:
Minimum of one (1) member of Council up to a maximum of
two (2) members of Council(Note: More than two members
of Council attending a committee meeting could constitute as
a Council meeting);
Minimum of four (4) to a maximum of ten (10) volunteer
members from the Township of Southwold at large,
representing interest in recreational activities and facility
management.
Unless otherwise prohibited, membership on the Committees shall be for the
term of Council unless terminated sooner by a resolution of Council. Members
may be reappointed by resolution of Council to the following term. All
members will remain in office until their respective successors as
recommended by the Committee are appointed by Council.
b) Non -Voting members:
the Keystone Complex Manager (for the Shedden Recreation
Community Centre & Keystone Complex Advisory
Committee only);
The Clerk (or designate) of the Township may serve as the
Staff Resource person for each Committee.
The Township will provide appropriate Township staff resources to assist the
Committee as necessary.
8. QUALIFICATIONS
In order to qualify as an appointed member of Committee applicants shall;
Be a Canadian citizen
Be at least 18 years old
Not be prohibited from voting under the Election Act R.S.O. 1990 or
otherwise prohibited by law
9. VACANCIES
In the event of a vacancy, either as a result of a resignation or expiration of
the term of office, the Committee will recruit replacement members and
recommend appointments to be made by Council.
Committee Appointment Bylaw #2021-12 Page 10 of 34
10. ESTABLISHMENT OF SUB -COMMITTEES
It is anticipated that for various projects and initiatives that sub -committees
to focus on one component of an action plan or a specific task will be formed
by the Committee. These members would not be appointed by Council but
would be appointed by and serve at the pleasure of the Committee; however,
notice of such appointments must be immediately submitted in writing to
Council. Appropriate minutes from the Sub -committee shall be maintained
and circulated to the Committee and Council.
o HIRING OF EMPLOYEES/CONTRACTORS
Hiring of all employees and/or contractors shall be the responsibility of the
Township of Southwold.
o QUORUM
A quorum shall consist of not less than half plus one of the total numbers of
appointed voting members. If there is no quorum within thirty (30) minutes
of the scheduled time for the meeting, the Chairman will re -schedule the
meeting date. Members are urged to call the Chairperson and advise of any
regrets.
o OFFICERS
At the first meeting in each calendar year, elections shall be held by the
voting members for the positions of (1) Chairman (2) Vice -Chairman and (3)
Secretary, if required.
DUTIES OF OFFICERS
Chairman
Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly
manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before
the meeting
Vice Chairman
Act in the capacity of the Chairman in his/her absence
Secretary, if required
Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairman
Committee Appointment Bylaw #2021-12 Page 11 of 34
K e e p a c u r r e
n t l i s t o f m e m
b e r s a n d a n a
t t e n d a n c e r e
c o r d P r e p a r e a
l i s t o f c u
r r e n
t a n d p r o p o
s e d m e m b
e
r s a n d
t h e e x e c u t i
v e
f o r t h e u p c o m i
n
g y e a r f o r w a r
d
i
n g t o t h e M u n
i
c i p a l O f f i
c e f o r C o u n c i
l s c o n s i d e r a t
i o
n p
r i o r t o t h e e
n d o f t h e c u r
r e n t y e a r I
f u n a b l e
t
o a t t e n d a m e e
t i n g s e e s t h a
t t h e m i n u t
e s a n d
o t
h e r c o r r e s p
o n d e
n
c e a n d i n f o
r m a t i o n a r e
f o r w a r d e d
but not vote, at Committee meetings. Volunteers may attend or
provide assistance to the Committee for general matters or items
such as special events. The Committee should appoint volunteers by
motion for the purpose of participation in such special events, shall
include a note in the minutes of Committee meetings of attendance of
such volunteers.
o AUTHORITY
The Committee is a Committee of The Corporation of The Township of
Southwold and has the authority to function within the parameters of their
Terms of Reference.
The Committee will make recommendations in the form of minutes to the
Council for final approval. The Committee will recognize its obligation to
ethical behavior and avoidance of conflict of interest, as a body and as
individuals, as well as its obligation to meet municipal, provincial, and federal
legislative requirements including applicable procedures, policies and by-laws
as approved by Southwold Council.
Authority for disposal of excess capital assets or supplies lies with the Council
of the Township upon recommendation of the Committee.
Committee Appointment Bylaw #2021-12 Page 13 of 34
Schedule "B" to By -Law No. 2021-12
TOWNSHIP OF SOUTHWOLD
TERMS OF REFERENCE
Southwold Economic Development Committee
9. NAME
The following Committee of Council shall be established and named as
follows:
a) Southwold Economic Development Committee
10. STATEMENT OF PURPOSE
11.
To identify, develop and evaluate potential economic development
opportunities that will ultimately improve the stability of the Township's tax
base and bring jobs to this Township.
To identify new industrial and residential housing development possibilities,
promote tourism, large and small business opportunities, agricultural
businesses, and other appropriate economic development opportunities. To
evaluate these opportunities and bring them to Council for consideration.
12. ROLE OF THE COMMITTEE
a) Development and implementation of an appropriate action plan;
b) Development of a cost effective marketing program to promote
Southwold Township;
c) Monitor all economic development activities within Southwold
Township;
d) Prepare and submit a proposal for annual operating budget
requirements including long term capital projects for Councils'
consideration and approval annually as required. The Committee will
monitor the budget throughout the year;
e) Identify all potential funding sources;
f) Identify any potential for shared responsibilities/cost/revenue with our
municipal neighbours;
h) Develop effectiveness measurement plan;
i) Oversee development and implementation of the Township's
Sustainability Plan;
j) Identify projects that will help diversify our economic base and explore
new projects that will support and lead to new economic growth;
k) Work in conjunction on joint initiatives when possible with
Committee Appointment Bylaw #2021-12 Page 14 of 34
representatives from the Elgin County Economic Development
Department;
i) To recommend the formation of Subcommittee to Council.
5. The Terms of Reference in Schedule "A" to By -Law No. 2020-72 shall apply
for all other points of procedure not provided for in Schedule "B".
Committee Appointment Bylaw #2021-12 Page 15 of 34
Schedule "C" to By -Law No. 2021-12
TOWNSHIP OF SOUTHWOLD
TERMS OF REFERENCE
Southwold Young at Heart Committee
1. NAME
The Committee of Council shall be established and named as follows:
a) Southwold Young at Heart Committee
The Terms of Reference shall apply to the Southwold Young at Heart Committee, as
applicable.
2. STATEMENT OF PURPOSE
To make recommendations to Council for the engagement of all Township
seniors as it relates to all matter of interest to this age group.
To make recommendations to Council in meeting the Strategic Plan Goal of
promotion and supporting participation in cultural, recreational, social and good
health activities for seniors in the Township.
3. OBJECTIVES
The Committee should be established to recommend senior's engagement in
recreation, social and cultural activities and promoting senior's activities in the
community.
4. ROLE OF THE COMMITTEE
To make recommendations to Administrative Staff and Council on the following
for the Township:
Southwold Young at Heart Committee shall be responsible for the
following:
a) Creation of strategies to support senior's Active Living engagement
throughout the entire municipality.
b) Recommend the types of activities, the frequency, and the location
of these activities.
Committee Appointment Bylaw #2021-12 Page 16 of 34
c) Recommend operational and financing responsibilities for senior's
activity programs.
d) Recommend participation requirements/membership structures for
activities designed for seniors.
e) Provide input and suggestions on special guest speakers and topics
for education.
f) Act as a hub/centralized source for dissemination of information on
issues (i.e. use of social media, home security, affordable housing,
etc.) pertinent to seniors in the municipality.
g) Providing Council with the minutes of the Committee meetings to be
approved by Council in a timely manner.
5. MEETING FREQUENCY AND LOCATION OF MEETINGS
Meetings will be held on a monthly basis and/or as needed basis at the Township
of Southwold Fingal Office's Council Chambers, or as called by the Chairperson
of the Committee, at a time and place as agreed by members. Special meetings
may be called by the Chairperson. Generally, meetings take place the first
Tuesday of the month at 1:00 pm.
The conduct of Committees of Council and its members are governed by the
same legislation as Council. Of particular note, are the Municipal Act, the
Municipal Conflict of Interest Act and the Municipal Freedom of Information and
Protection of Privacy Act.
The meetings of the Committee are open to the public. It will be at the decision
of the Chairperson of the Committee, if the member(s) of the public are allowed
to address the Committee.
Although, the meetings are open to the public, this does not allow the public to
participate in the meeting, vote on any subject or contribute to the discussions.
6. VOTING
Where a matter cannot be settled by consensus, a majority vote of members
present will be used to reach a decision. The need for a vote will be at the
discretion of the Chairperson. A majority vote of the members present will be
used to reach a decision.
7. MEMBERSHIP
The Committees of Council shall be comprised of the following members
appointed by Council:
Committee Appointment Bylaw #2021-12 Page 17 of 34
a) Voting Members appointed for the term of Council:
Minimum of one (1) member of Council up to a maximum of two
2) members of Council (Note: More than two members of
Council attending a committee meeting could constitute as a
Council meeting),
Minimum of four (4) to a maximum of 8 ( 8) volunteer members
from the community consisting of the following regional
community representation, if available:
Member from Shedden Area
Member from Fingal Area
Member from Talbotville Area
Member from Boxall Area
Member from Frome Area
Member from Ferndale Area
Member from Lawrence Station Area
Member from Paynes Mills Area
Unless otherwise prohibited, membership on the Committees shall be for the
term of Council unless terminated sooner by a resolution of Council. Members
may be reappointed by resolution of Council to the following term. All members
will remain in office until their respective successors as recommended by the
Committee are appointed by Council. The Chairperson will be a voting member
and will vote on all matters before the Committee.
b) Non -Voting members:
The CAO/Clerk (or designate) of the Township may serve as the
Staff Resource person for each Committee.
The Township will provide appropriate Township staff resources to assist the
Committee as necessary.
8. QUALIFICATIONS
In order to qualify as an appointed volunteer Community member, Committee
applicants shall;
Be a Canadian citizen
Be at least 55 years old
Not be prohibited from voting under the Election Act R.S.O. 1990 or
otherwise prohibited by law
Reside or own property within the Township of Southwold.
VACANCIES
Committee Appointment Bylaw #2021-12 Page 18 of 34
In the event of a vacancy, either as a result of a resignation or expiration of the
term of office, the Committee will recruit replacement members and recommend
appointments to be made by Council.
10. ESTABLISHMENT OF SUB -COMMITTEES
It is anticipated that for various projects and initiatives that sub -committees to
focus on one component of an action plan or a specific task will be formed by the
Committee. These members would not be appointed by Council but would be
appointed by and serve at the pleasure of the Committee; however, notice of
such appointments must be immediately submitted in writing to Council.
Appropriate minutes from the Sub -committee shall be maintained and circulated
to the Committee and Council.
11. HIRING OF EMPLOYEES/CONTRACTORS
Hiring of all employees and/or contractors shall be the responsibility of the
Township of Southwold.
12. QUORUM
A quorum shall consist of not less than half plus one of the total numbers of
appointed voting members. If there is no quorum within twenty (20) minutes of
the scheduled time for the meeting, the Chairperson will re -schedule the meeting
date. Members are urged to call the Chairperson and advise of any regrets.
13. OFFICERS
At the first meeting in each calendar year, elections shall be held by the voting
members for the positions of (1) Chairperson (2) Vice -Chairperson and (3)
Directors, if required.
14. DUTIES OF OFFICERS
Chairperson
Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the
meeting
Vice Chairperson
Act in the capacity of the Chairperson in his/her absence
Committee Appointment Bylaw #2021-12 Page 19 of 34
Secretary (Staff Resource)
Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairperson
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for
the upcoming year, forwarding to the Municipal Office for Council's
consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other
correspondence and information are forwarded to the Chairperson
prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital
budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as
required
Submit a copy of approved minutes of the Committee to Council for
information
In the absence of the Secretary, an Acting Secretary shall be
appointed
Directors
Shall be responsible to attend meetings regularly, at the appointed
time
Shall support the purpose and objectives of the Committee
No member shall exercise the right to more than one vote
Members are urged to call the Chairperson or Secretary and advise of
any regrets
Absentee Members
If a member misses more than three (3) consecutive meetings, except for
health or special circumstances, the remaining members of the
Committee may request Council to appoint a recommended replacement
for the remainder of the term.
Alternates
Alternates shall have the same privileges as an appointed member. In the
event that a Committee member and/or the alternate cannot attend a
meeting, another temporary replacement may be appointed by Council for
that meeting.
New Members
The Committee shall recommend names of volunteers to Council for
appointment to the Committee.
Committee Appointment Bylaw #2021-12 Page 20 of 34
Volunteers
The Committee may, and is encouraged, to utilize additional volunteers
who may participate, at the direction of the Chairperson, but not vote, at
Committee meetings. Volunteers may attend or provide assistance to the
Committee for general matters or items such as special events. The
Committee should appoint volunteers by motion for the purpose of
participation in such special events, shall include a note in the minutes of
Committee meetings of attendance of such volunteers.
15. AUTHORITY
The Committee is a Committee of The Corporation of The Township of
Southwold and has the authority to function within the parameters of their Terms
of Reference.
The Committee will make recommendations in the form of minutes to the Council
for final approval. The Committee will recognize its obligation to ethical behavior
and avoidance of conflict of interest, as a body and as individuals, as well as its
obligation to meet municipal, provincial, and federal legislative requirements
including applicable procedures, policies and by-laws as approved by Southwold
Council.
Authority for disposal of excess capital assets or supplies lies with the Council of
the Township upon recommendation of the Committee.
16. DISSOLUTION
The dissolution of a Committee may be triggered by one of the following:
a) Expiration of term
b) Completion of task or mandate
c) Resolution of issues
d) Legislative requirement no longer exists
e) Merger with another committee
f) Following the annual review process
g) Recommendation by Committee by resolution
h) Recommendation by Staff in Staff Report
i) Recommendation by Council
Regardless of a Committee sunset clause, all committees created by Council
will formally be dissolved by Council resolution.
The following steps will be taken following the dissolution of a committee:
a) Committee will be removed from the active committee list;
b) Thank you letters on behalf of Council will be sent to committee members
c) Relevant staff members will be informed;
Committee Appointment Bylaw #2021-12 Page 21 of 34
d) Council will be informed via correspondence from the Committee
Chairperson
Committee Appointment Bylaw #2021-12 Page 22 of 34
Schedule "D" to By -Law No. 2021-12
TOWNSHIP OF SOUTHWOLD
TERMS OF REFERENCE
Southwold Zero Waste Committee
1. NAME
The Committee of Council shall be established and named as follows:
a) Southwold Zero Waste Committee
The Terms of Reference shall apply to the Southwold Zero Waste Committee, as
applicable.
2. STATEMENT OF PURPOSE
To make recommendations to Council to maximize diversion from landfill facilities
and actively promote waste prevention and reduction in the Township of
Southwold.
To make recommendations to Council on resolutions, policies, and action items
to reduce waste and increase diversion.
To make recommendations to Council on policies aimed at meeting the Strategic
Plan Goal of investigating progressive waste management solutions and cost
evaluations of diverse programs and service levels.
To support education and public awareness campaigns within the municipality
that support the overall broader goal achieving zero waste in the community.
3. OBJECTIVES
The Committee should be established to recommend strategies of improved
waste reduction in the municipality.
4. ROLE OF THE COMMITTEE
To make recommendations to Administrative Staff and Council on the following
for the Township:
Committee Appointment Bylaw #2021-12 Page 23 of 34
Southwold Zero Waste Committee shall be responsible for the following:
a) Drafting different strategies to support sustainable community
events.
b) Supporting community outreach efforts including public education
and social media campaigns to promote waste reduction and
waste diversion.
c) Encouraging collaboration between community groups and
consultation on waste/recycling/organics and different service
level options for waste collection and disposal. Supporting
providing comment on Township waste collections and disposal
contracts.
d) Making suggestions on ways to support municipal transition to
less waste.
e) Researching and identifying infrastructure needs in the
municipality to support waste reduction goals.
f) Providing support to community groups and committees to
encourage waste reduction.
g) Developing policies for administration and council consideration
for:
a. Green Meetings
b. Single Use Plastic Use at Municipal Facilities
C. Recycling at Municipal Facilities and in Municipal
Parks
d. Waste Reduction at Municipal Facilities and Municipal
Parks
e. Greening Community Events
h) Working to fundraise and provide budget advice for waste
reduction initiatives.
i) Providing Council with the minutes of the Committee meetings to
be approved by Council in a timely manner.
5. MEETING FREQUENCY AND LOCATION OF MEETINGS
Meetings may be held on a monthly basis and/or as needed basis at the
Township Municipal Office (35663 Fingal Line), or as called by the Chairperson
of the Committee, at a time and place as agreed by members. Special meetings
may be called by the Chairperson.
The conduct of Committees of Council and its members are governed by the
same legislation as Council. Of particular note, are the Municipal Act, the
Municipal Conflict of Interest Act and the Municipal Freedom of Information and
Protection of Privacy Act.
The meetings of the Committee are open to the public. It will be at the decision
of the Chairperson of the Committee, if the member(s) of the public are allowed
to address the Committee.
Committee Appointment Bylaw #2021-12 Page 24 of 34
Although, the meetings are open to the public, this does not allow the public to
participate in the meeting, vote on any subject or contribute to the discussions.
6. VOTING
Where a matter cannot be settled by consensus, a majority vote of members
present will be used to reach a decision. The need for a vote will be at the
discretion of the Chairperson, or as requested by a Committee member. A
majority vote of the members present will be used to reach a decision.
7. MEMBERSHIP
The Committees of Council shall be comprised of the following members
appointed by Council:
a) Voting Members appointed for the term of Council:
Minimum of one (1) member of Council up to a maximum of
two (2) members of Council (Note: More than two members
of Council attending a committee meeting could constitute
as a Council meeting);
Minimum of four (4) to a maximum of six (6) volunteer
members from the general Southwold community, consisting
of the following community representation, if available:
Up to two (2) members of the general Southwold
Community (preference for geographic balance on the
Committee (i.e. one member each from Shedden,
Talbotville, Fingal, North Port Stanley, Lawrence
Station, etc.)
Southwold Business Owner
A member representing Southwold Youth (Southwold
resident aged 13-25)
A member representing Southwold Seniors (Southwold
resident aged 65+)
A standing member of a Township service club or
community organization (i.e. Shedden Agricultural
Society, Optimist Club, Minor Sports Organization,
Rosy Rhubarb, etc.)
Unless otherwise prohibited, membership on the Committees shall be for the
term of Council unless terminated sooner by a resolution of Council. Members
may be reappointed by resolution of Council to the following term. All members
will remain in office until their respective successors as recommended by the
Committee are appointed by Council. The Chairperson will be a voting member
and will vote on all matters before the Committee. Voting members means the
same as directors in these Terms of Reference.
Committee Appointment Bylaw #2021-12 Page 25 of 34
b) Non -Voting members:
The Community Services and Communication Clerk (or
designate) of the Township may serve as the Staff Resource
person for each Committee.
The Township will provide appropriate Township staff resources to assist the
Committee as necessary.
8. QUALIFICATIONS
In order to qualify as an appointed volunteer Community member, Committee
applicants shall;
Be a Canadian citizen
Be at least 18 years old (except for the youth appointee)
Not be prohibited from voting under the Election Act R.S.O. 1990 or
otherwise prohibited by law
Reside in, rent, or own property within the Township of Southwold.
9. VACANCIES
In the event of a vacancy, either as a result of a resignation or expiration of the
term of office, the Committee will recruit replacement members and recommend
appointments to be made by Council.
10. ESTABLISHMENT OF SUB -COMMITTEES
It is anticipated that for various projects and initiatives that sub -committees to
focus on one component of an action plan or a specific task will be formed by the
Committee. These members would not be appointed by Council but would be
appointed by and serve at the pleasure of the Committee; however, notice of
such appointments must be immediately submitted in writing to Council.
Appropriate minutes from the Sub -committee shall be maintained and circulated
to the Committee and Council.
11. HIRING OF EMPLOYEES/CONTRACTORS
Hiring of all employees and/or contractors shall be the responsibility of the
Township of Southwold.
12. QUORUM
A quorum shall consist of not less than half plus one of the total numbers of
appointed voting members. If there is no quorum within twenty (20) minutes of
the scheduled time for the meeting, the Chairperson will re -schedule the meeting
date. Members are urged to contact the Chairperson and advise of any regrets.
Committee Appointment Bylaw #2021-12 Page 26 of 34
13. OFFICERS
At the first meeting in each calendar year, elections shall be held by the voting
members for the positions of (1) Chairperson (2) Vice -Chairperson and (3)
Directors, if required.
14. DUTIES OF OFFICERS
Chairperson
Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the
meeting
Vice Chairperson
Act in the capacity of the Chairperson in his/her absence
Secretary (Staff Resource)
Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairperson
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for
the upcoming year, forwarding to the Municipal Office for Council's
consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other
correspondence and information are forwarded to the Chairperson
prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital
budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as
required
Submit a copy of approved minutes of the Committee to Council for
information
In the absence of the Secretary, an Acting Secretary shall be
appointed
Directors
Committee Appointment Bylaw #2021-12 Page 27 of 34
S h a l l b e r e s
p
o n s i b l e t o
a t t e n d m e e t i
n g s r e g u l a r
l y a t
t h
e a p p o i n t e d t i
m e S h a l l s u
p p o r t t h e p
u r p o s e
a
n d o b j e c t i v e s
o f t h e C o m m i t t
e e N o m e m b e
r s h a
l l
e x e r c i s e t h
e r i g
h
t t o m o r e t h a
n o n e v o t e M e m b e
r s a r e u r g e d
t o c o n t a c t t h
e C h a i r p e r s
o n o r S e c r e t a r y
a n d a d v i
s e
o f a n y r e g r e t s
A b s e n t e e M e m b e
r s
I f a m e m b e r m i s s
e s m o r e t h a n t h
r e e 3 c o n s e c u t i v e m
e e t i n g s e x
c e p t f o r h e a l
t
h o r s p e c i a
Authority for disposal of excess capital assets or supplies lies with the Council of
the Township upon recommendation of the Committee.
16. DISSOLUTION
The dissolution of a Committee may be triggered by one of the following:
a) Expiration of term
b) Completion of task or mandate
c) Resolution of issues
d) Legislative requirement no longer exists
e) Merger with another committee
f) Following the annual review process
g) Recommendation by Committee by resolution
h) Recommendation by Staff in Staff Report
i) Recommendation by Council
Regardless of a Committee sunset clause, all committees created by Council
will formally be dissolved by Council resolution.
The following steps will be taken following the dissolution of a committee
a) Committee will be removed from the active committee list;
b) Thank you letters on behalf of Council will be sent to committee members
c) Relevant staff members will be informed;
d) Council will be informed via correspondence from the Committee
Chairperson
Committee Appointment Bylaw #2021-12 Page 29 of 34
Schedule "E" to By -Law No. 2021-12
TOWNSHIP OF SOUTHWOLD
TERMS OF REFERENCE
Talbotville Station Technical Advisory Committee
1. NAME
The Committee of Council shall be established and named as follows:
a) Talbotville Station Technical Advisory Committee
The Terms of Reference shall apply to the Talbotville Station Technical Advisory
Committee, as applicable.
2. STATEMENT OF PURPOSE
To ensure the Township receives a properly located, appropriately designed, and
financially suitable building, that will serve the Fire Department for several
decades.
3. OBJECTIVES
To ensure the Township receives a properly located, appropriately designed, and
financially suitable building, that will serve the Fire Department for several
decades.
4. ROLE OF THE COMMITTEE
To make recommendations to Council on the properly located, appropriately
designed and financially suitable building, that will serve the Fire Department.
5. MEETING FREQUENCY AND LOCATION OF MEETINGS
Meetings may be held on a monthly basis and/or as needed basis at the
Shedden Fire Hall, or as called by the Chairperson of the Committee, at a time
and place as agreed by members. Special meetings may be called by the
Chairperson.
The conduct of Committees of Council and its members are governed by the
same legislation as Council. Of particular note, are the Municipal Act, the
Municipal Conflict of Interest Act and the Municipal Freedom of Information and
Protection of Privacy Act.
Committee Appointment Bylaw #2021-12 Page 30 of 34
The meetings of the Committee are open to the public. It will be at the decision
of the Chairperson of the Committee, if the member(s) of the public are allowed
to address the Committee.
Although, the meetings are open to the public, this does not allow the public to
participate in the meeting, vote on any subject or contribute to the discussions.
6. VOTING
Where a matter cannot be settled by consensus, a majority vote of members
present will be used to reach a decision. The need for a vote will be at the
discretion of the Chairperson, or as requested by a Committee member. A
majority vote of the members present will be used to reach a decision. In the
event of a tied vote, the motion fails to pass.
7. MEMBERSHIP
The Committees of Council shall be comprised of the following members
appointed by Council:
a. Voting Members appointed for the term of Council:
Fire Chief (Chair)
Minimum of one (1) member of Council up to a maximum of two
2) members of Council (Note: More than two members of
Council attending a committee meeting could constitute as a
Council meeting);
Minimum of (2) Talbotville Station Representatives
Member of the public from the Talbotville Settlement Area
Unless otherwise prohibited, membership on the Committees shall be for the
term of Council unless terminated sooner by a resolution of Council. Members
may be reappointed by resolution of Council to the following term. All members
will remain in office until their respective successors as recommended by the
Committee are appointed by Council. The Chairperson will be a voting member
and will vote on all matters before the Committee. Voting members means the
same as directors in these Terms of Reference.
b. Non -Voting members:
The Communications Clerk (or designate) of the Township may
serve as the Staff Resource person for each Committee.
Committee Appointment Bylaw #2021-12 Page 31 of 34
The Township will provide appropriate Township staff resources to assist the
Committee as necessary.
8. QUALIFICATIONS
In order to qualify as an appointed member of the public, Committee applicants
shall;
Have Committee experience
Reside or own property within the Talbotville Settlement Area, as defined
in the Township of Southwold Official Plan, as amended.
Has education in the following fields: engineering, architecture,
construction technology, building design and/or equivalent.
Has experience in large building construction, building design, municipal
design and contracting, engineering etc.
9. VACANCIES
In the event of a vacancy, either as a result of a resignation or expiration of the
term of office, the Committee will recruit replacement members and recommend
appointments to be made by Council.
10. ESTABLISHMENT OF SUB -COMMITTEES
No anticipation of the establishment of sub -committees.
11. HIRING OF EMPLOYEES/CONTRACTORS
Hiring of all employees and/or contractors shall be the responsibility of the
Township of Southwold.
12. QUORUM
A quorum shall consist of not less than half plus one of the total numbers of
appointed voting members. If there is no quorum within ten (10) minutes of the
scheduled time for the meeting, the Chairperson will re -schedule the meeting
date. Members are urged to contact the Chairperson and advise of any regrets.
13. OFFICERS
Council has established the committee with the following positions of (1)
Chairperson and (5) Committee Members.
14. DUTIES OF OFFICERS
Chairperson
Prepare an agenda for each meeting
Committee Appointment Bylaw #2021-12 Page 32 of 34
C a l l t
h e m e
e t i n g t o o r d
e
r S i g n m
i n u t e s u p o n a p
p
r o v
a l B e o r g a
n i z e d a n d i n f o
r m e d a n d c o n
d u c t m e e t i n g s
i n a n o r d e r l y
m a n n e r M a k
e a n n o u n c e m e n
t s o f i n t e
r e s t
t o m e m b e r s
M a k e h i m h
e r s e l
f a w a r e o f t h e
b
u s i n e s s t o c o m
e
r e g u l a r l y b e
f
o r
e t h e m e e t i n
g
S e c r e t a r y
S t a f f R e s o u r
c e K e e p a c c u
r a t e
r e
c o r d o f p r o c e e
d i n g s o f m e
e t i n g s m i n
u t e s S e
e t
h a t o l d b u s i n e
s s i s b r o u g h t t o
t h e a t t e n t
of Reference.
The Committee will make recommendations in the form of minutes to the Council
for final approval. The Committee will recognize its obligation to ethical behavior
and avoidance of conflict of interest, as a body and as individuals, as well as its
obligation to meet municipal, provincial, and federal legislative requirements
including applicable procedures, policies and by-laws as approved by Southwold
Council.
Authority for disposal of excess capital assets or supplies lies with the Council of
the Township upon recommendation of the Committee.
16. DISSOLUTION
The dissolution of a Committee may be triggered by one of the following:
a) Expiration of term
b) Completion of task or mandate
c) Resolution of issues
d) Legislative requirement no longer exists
e) Merger with another committee
f) Following the annual review process
g) Recommendation by Committee by resolution
h) Recommendation by Staff in Staff Report
i) Recommendation by Council
Regardless of a Committee sunset clause, all committees created by Council will
formally be dissolved by Council resolution.
The following steps will be taken following the dissolution of a committee:
a) Committee will be removed from the active committee list;
b) Thank you letters on behalf of Council will be sent to committee members
c) Relevant staff members will be informed;
d) Council will be informed via correspondence from the Committee Chairperson
Committee Appointment Bylaw #2021-12 Page 34 of 34
APPROVED 2019 TERMS OF REFERENCE
FOR
COMMUNITY HALLS AND PARKS
IN THE
APPROVED BY COUNCIL: JUNE 18, 2019
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
1 | Page
(Updated 2019)
Table of Contents
1.0 Overview: ........................................................................................................................ 2
2.0 Mandate and Purpose: .................................................................................................... 2
3.0 Committee Composition/Membership: ............................................................................ 2
Member Positions .............................................................................................................. 3
Membership ...................................................................................................................... 3
Quorum ............................................................................................................................. 4
Vacancy ............................................................................................................................ 4
Term .................................................................................................................................. 4
4.0 Governance ..................................................................................................................... 5
Membership Responsibilities ............................................................................................. 5
Council Committee Meetings ............................................................................................ 5
Proceedings at Regular Meetings ..................................................................................... 6
Executive Members ........................................................................................................... 6
Conduct of Committee and Executive Members ............................................................... 7
Duties and Responsibilities of Executive Members ........................................................... 8
Sub-Committees................................................................................................................ 9
Document Ownership ...................................................................................................... 10
5.0 Financial Management .................................................................................................. 10
6.0 Community Involvement ................................................................................................ 12
7.0 Communication with Council: ........................................................................................ 12
8.0 Alcohol Management..................................................................................................... 12
9.0 Municipal Insurance ...................................................................................................... 13
Cost of Municipal Insurance + Deductibles ..................................................................... 13
Buck and Does Requirement for Additional Private Insurance ..................................... 13
10.Council Committee Guidelines ...................................................................................... 13
Delineation of Responsibilities – Council Committees ..................................................... 13
Delineation of Responsibilities – Township ..................................................................... 14
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
2 | Page
(Updated 2019)
1.0 Overview:
The Township Hall, Park and Recreation Committees are deemed to be
standing committees of Council as established by Township by By-law. The
Township Hall, Park and Recreation Committees shall only exist as long as
they are authorized by By-law.
The Township Hall, Park and Recreation Committees appointed by Council
include the following:
• Beachville Parks and Recreation Committee
• Brownsville Community Centre (Hall) and Park Committee
• Dereham Community Hall and Park Committee
• Foldens Hall and Park Committee
• Mount Elgin Community Centre (Hall) Committee
• Mount Elgin Park and Recreation Committee
• Mount Elgin Hill Top Park Committee
• Salford Community Hall and Park Committee
• Sweaburg Parks and Recreation Committee
• Sweaburg Lions Park Committee
(hereinafter collectively referred to as “Council Committees”)
2.0 Mandate and Purpose:
Council Committees advise Council and make recommendations on the
programming, improvement and utilization of halls and parks within the
Township of South-West Oxford.
Council Committees are responsible for the operation of Township facilities,
development and implementation of existing and future programs through
the use of good governance, solid financial management and community
involvement.
3.0 Committee Composition/Membership:
Council Committees in the Township shall be comprised of a minimum of 5
voting members.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
3 | Page
(Updated 2019)
Member Positions
The Township recognizes that key executive positions are required to lead
and manage the Council Committee. These positions include executive
and non-executive members. Individuals may wish to be a member of the
committee as a non-voting member:
Executive (voting members)
Chairperson One to be elected
Vice-Chairperson One may be elected
Treasurer One to be elected
Secretary One to be elected
Non-Executive (voting members)
Director (no set number) To be elected
SWOX Council Representative One appointed by Council
SWOX Mayor Ex-officio Member
Non-Voting Members (volunteers) not elected or appointed
Non-voting members that attend and participate in meetings and/or
volunteer at events sponsored by the Council Committee. No
election or appointment is needed.
Council Committees may create additional executive positions or combine
up to two (2) positions as it deems appropriate. If two executive positions
are combined, the individual holding the joint position is entitled to one
vote.
Membership
Being a voting member of a Council Committee is a position of
responsibility and requires a strong commitment to the Township Terms of
Reference.
Voting Council Committee members are required to:
• Attend all regularly scheduled meetings of the Committee to which
they are appointed;
• Advise the Chairperson, Vice-Chairperson or Secretary if they are
unable to attend a meeting;
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
4 | Page
(Updated 2019)
• Review all information provided to them in advance of the Committee
meeting;
• Promote the role of the Committee;
• Offer input at Committee meetings and make recommendations
toward the operation, maintenance and enhancement of Township
halls, facilities and programs;
• Committee members are subject to the Municipal Conflict of Interest
Act R.S.O., 1990, c.M50 and must declare any direct or indirect
pecuniary (financial) interests at any meeting of the Committee. This
disclosure must be recorded by the Secretary in the meeting minutes.
Quorum
Quorum at Committee meetings is dependent on the total number of voting
members appointed to each Committee. At least 50% of the total number of
voting members appointed to the Committee will need to be present to
constitute a quorum. (i.e. 7-member committee requires 4 members for
quorum)
Vacancy
Should a voting member of the Council Committee resign the Council
Committee will decide whether the vacancy needs to be filled prior to the
next Annual General Meeting. If so a vote of the Committee will take place
to fill the position. The Township must be notified if there is a change in
voting members so its records can be updated.
Where there is not a minimum of 5 voting members appointed to a council
committee, the Township will assist with advertising strategies for
recruitment purposes.
Term
The term of appointment to a Council Committee is one (1) year for non-
council voting members, and 4 years (concurrent with the term of Council)
for council member representatives.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
5 | Page
(Updated 2019)
4.0 Governance
Membership Responsibilities
i) All appointed/elected positions including executive members and
directors of the Committee and Council representatives are voting
members of the Committee.
ii) Every member is expected to uphold the Township of South-West
Oxford Parks and Recreation Policy as follows:
The Township of South-West Oxford is committed to the provision
of green space and community facilities for the enjoyment of all.
In fulfilling this commitment, it will provide support and leadership
to local volunteer committee and service clubs as they strive to
maintain and improve Township facilities and programs through
the use of good governance, solid financial management and
community involvement.
iii) Every member is expected to follow the guidelines contained in
this document.
Council Committee Meetings
i) Committee meetings shall be conducted with fairness to all
members and the public.
ii) Regular meetings of the Committee must be held not less than
twice during the Township calendar year (inclusive of the AGM).
iii) The Annual General Meeting (AGM) shall be held annually (by
March 1st of each year if possible.
iv) All members of the Committee shall be given reasonable notice of
the upcoming regular meetings scheduled and the AGM.
v) All meetings must be open to the public and advertised prior to the
meeting taking place. Meeting advertisement may take place on
the Township website and social media.
vi) All Committee meetings should be held at a location that is
accessible to the public.
vii) Minutes must be recorded at all Committee meetings.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
6 | Page
(Updated 2019)
viii) Copies of approved Committee minutes must be forwarded to the
Township Clerk at clerk@swox.org.
Proceedings at Regular Meetings
i) A quorum must be present for regular meetings to take place (50%
of the members appointed to the committee). If at any time during
a regular meeting a quorum is not present, business then in
progress must be suspended until there is a quorum present or
until the meeting is adjourned or terminated. Discussion may take
place; however, no decisions or voting may take place.
ii) The business of the Committee shall be unbiased in respect of
race, religion, gender, age, politics, sexual orientation, and
physical or mental ability.
iii) Except as provided elsewhere in this document, all matters
requiring a vote will be decided by a simple majority of the
members present. Voting shall take place by a show of hands.
iv) In the case of a tie vote (and the Chair has not yet voted), the
Chair may vote to break the tie.
v) Members must vote in person on all matters. Voting by proxy is not
permitted.
Executive Members
i) The executive will manage the Committee’s affairs between
Committee meetings.
ii) The executive membership will include:
• Chairperson;
• Vice-Chairperson (optional);
• Secretary;
• Treasurer; and
• Any such other members as the Committee deems
appropriate.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
7 | Page
(Updated 2019)
iii) The term of office for executive members and directors will be one
(1) year. All position will be deemed as vacant at the beginning of
the AGM.
iv) Executive members may be re-elected for additional terms of
office at the AGM.
v) The Township discourages any one person from holding the same
executive position for more than four years.
vi) If an executive member resigns or ceases to hold office for any
other reason, the remaining voting members may appoint a person
to fill the vacancy until the next AGM.
vii) The Municipal Council may, by a majority vote, remove a voting
member before the expiration of his/her term of office, and may
appoint a new member of the committee to complete the term.
Conduct of Committees and Executive Members
i) No committee or executive member may be remunerated (paid) for
serving on the committee, but may be reimbursed for expenses
reasonably and necessarily incurred while engaged in the
Committee’s affairs with the approval of the Committee (i.e.
mileage, supplies, etc.).
ii) Every executive member and representative must act solely in the
best interest of the Committee.
iii) Any information received in confidence by an executive member or
representative from the Township, a Committee member or a
member of the community is privileged and must not be divulged
without permission of the person giving the information.
iv) Any member or representative who has a financial interest, either
directly or indirectly, in a proposed contract or transaction with the
Committee must disclose fully and promptly the nature and extent
of his or her interest to the membership and executive.
v) Such a member or representative must avoid using his/her
position on the Committee for personal gain.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
8 | Page
(Updated 2019)
Duties and Responsibilities of Executive Members
The Chairperson shall:
i. speak on behalf of the committee;
ii. consult with committee members;
iii. preside at regular meetings;
iv. ensure that an agenda is prepared and circulated to members
prior to the meeting;
v. appoint sub-committees where authorized by the committee;
vi. ensure that committee activities are aimed at achieving the
purposes set out in this document; and
vii. be a signing officer.
The Vice-Chairperson shall:
i. assume the duties of the chair in the chair’s absence or upon
request;
ii. assist the chair in the performance of his/her duties;
iii. accept extra duties as required; and
iv. may be a signing officer.
The Secretary shall:
i. ensure that members are notified of meetings and that notice of
such meetings are provided to the Township of South-West Oxford
for publication on the Township website to clerk@swox.org ;
ii. circulate a draft copy of the previous meeting minutes to
committee members prior to the next meeting;
iii. record and file minutes of all meetings and forward an approved
copy of such minutes to the Township of South-West Oxford to
clerk@swox.org ;
iv. keep an accurate copy of any material related to the committee
and forward a copy of any agenda and related material to the
Township of South-West Oxford Clerk (clerk@swox.org) for record
keeping as well;
v. prepare and maintain other documentation as requested by the
membership or executive;
vi. issue and receive correspondence on behalf of the committee;
vii. ensure safekeeping of all records of the committee until the
records are requested by the Township
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
9 | Page
(Updated 2019)
viii. may be a signing officer.
The Treasurer shall:
i. be one of the signing officers for the committee;
ii. ensure all funds of the Committee are properly accounted for
using the financial reporting documents provided by the Township;
iii. disburse funds as authorized by the committee;
iv. ensure that proper financial records and books of account are
maintained;
v. report on all receipts and disbursements at regular meetings;
vi. provide a copy of the financial reporting documents to the
Township Treasurer following each committee meeting via email;
vii. make financial records and books of account available to the
committee members and the Township of South-West Oxford
Treasurer, upon request;
viii. have the financial records and books of account ready for
inspection or audit annually within the time frames required by the
Township;
ix. with the assistance of the committee, draft an annual budget and
update the 5-year capital plan annually;
x. ensure that all signing officers have access to the financial records
and books of account;
xi. submit an annual financial statement prior to the AGM and forward
a copy of such to the Township of South-West Oxford Treasurer;
xii. fill in any other financial reports required by the Township or other
bodies that have or may contribute funding to the Committee.
All voting Committee Members shall:
i. attend all regular and special meeting of the Committee;
ii. attend executive meetings when necessary to do so;
iii. represent, speak and vote on matters before the Committee.
Sub-Committees
i) The executive may appoint sub-committees to further the
Committee’s purposes and carry on its’ affairs;
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
10 | Page
(Updated 2019)
ii) The terms of reference of each sub-committee will be specified by
the executive at the time the sub-committee is established, or by
the sub-committee at its first meeting, as the membership or
executive decide;
iii) Sub-Committee will report to the executive and when requested by
the Committee as required;
iv) Sub-Committee meeting minutes are required if the sub-committee
is making financial decisions. The minutes are to be circulated to
the Committee executive.
v) Sub-Committee that have financial responsibilities must provide
financial information to the Council Committee as well as the
Township in the same manner as Council Committees.
Document Ownership
i) All documents, records, minutes, correspondence, or other papers
kept by a member, executive member, representative, or
committee member in connection with the Committee are the
property of the Township of South-West Oxford and shall be kept
in safe keeping by the Committee. These records shall be turned
over to the Chair when the member, executive member,
representative, or committee member ceases to perform the task
to which the papers relate. These documents can be turned over
to the Township for storage at any time. The Township reserves
the right to request these documents for scanning so that
electronic records can be created in keeping with the Township’s
record retention schedule.
5.0 Financial Management
i) The financial year of the Committee will be from January 1st to
December 31st;
ii) The Committee may raise and spend money to further its
purposes;
iii) All funds of the Committee must be kept on deposit in the name of
the Committee in a bank or financial institution approved by the
Township and must have deposit insurance. All account numbers,
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
11 | Page
(Updated 2019)
name and location of the bank where funds are deposited and
invested will be provided to the Township Treasurer as soon as
possible;
iv) Annual financial statements will be presented at the final Annual
General Meeting (AGM) each year and a copy of such shall be
forwarded to the Township of South-West Oxford Treasurer for
display on the Township website;
v) The Chairperson and the Treasurer will be the signing officers for
banking transactions and grant applications. If the Municipality is
required to sign any documents on behalf of the Committee it shall
be the C.A.O./Clerk or the Township Treasurer and the Mayor;
vi) The Treasurer of the Township of South-West Oxford will be
included as a signing authority for all bank accounts and
investments; to ensure there is access to the funds;
vii) The executive shall prepare a budget and present it to the council
committee for approval before the current budget expires;
viii) A copy of the council committee approved budget shall be
forwarded to the Township of South-West Oxford Treasurer for
inclusion in the Council Grants Night agenda;
ix) The executive shall present all proposed expenditures beyond the
current budget for approval at the next meeting;
x) A Treasurer’s Report and monthly bank statements will be
presented at each Council Committee meeting for review and
approval;
xi) All Committees will develop and maintain a 5-year capital forecast
so that projects can be evaluated and prioritized by Council for
funding purposes. This process will eventually expand to a 10-
year, 15-year and 20-year time frame with Council conducting the
same evaluation and prioritizing process;
xii) The committee does not have the authority to borrow money or
incur any debt.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
12 | Page
(Updated 2019)
6.0 Community Involvement
i) Council Committees shall make available information to the
Township and members of the community to make them aware of
meetings, projects, fundraising events, etc., so that everyone has
the opportunity to participate.;
ii) The Township will assist with resources where possible to help
meet the above goal (website/social media);
iii) The Township will host a bi-annual (every two years in April)
gathering for volunteers to show appreciation for their contribution
to recreational activities in our community.
iv) The Township will host a bi-annual (every two years) breakfast for
volunteers as a forum to share experience and provide networking
opportunities.
7.0 Communication with Council:
i) Council Committees are directly responsible to Council
communicating through the Township Council representatives,
CAO, Treasurer or directly to Council.
ii) A current member of Council will be appointed by Council to each
council committee for a term consistent with the term of Council.
iii) Every committee shall ensure that the committee’s council
representative is kept informed as to meeting dates and is
circulated by email with a copy of the Committees regular and
annual general meeting agendas, minutes and financial
statements.
iv) Township of South-West Oxford staff may be utilized by each
Council Committee as a resource for information.
8.0 Alcohol Management
The Township’s Alcohol Management Policy is applicable to all
approved Township facilities. The policy outlines the requirements of
the Township for approved facilities for hosting/renting out Township
facilities for licensed events including the number of ‘Smart Serve”
trained individuals required for functions of various sizes.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
13 | Page
(Updated 2019)
The Council Committee responsible for approved facilities shall
provide a copy of the Alcohol Management Policy to renters as soon
as possible to ensure that appropriate permits (i.e. special occasion
permits) are secured from the AGCO prior to the event being held.
The Township will ensure that signage required by the Township’s
Alcohol Management Policy is supplied to Council Committees for
installation as per the policy.
Council Committees may choose to direct renters to contact the
Township for a copy of the alcohol management policy or for any
questions/concerns regarding the policy.
9.0 Municipal Insurance
Cost of Municipal Insurance + Deductibles
The Township pays 100% of the costs for Municipal Insurance on all
Township owned facilities and will pay the deductible when a claim is
made.
Buck and Does Requirement for Additional Private Insurance
Additional insurance is required for “Buck and Does” being held at
Township facilities. The renter is required to secure $2,000,000.00 in
additional liability insurance in advance of the event naming The
Corporation of The Township of South-West Oxford as an insured party.
Dates for the certificate should reflect the rental of the facility (i.e. if the
facility is rented from until 1:00 a.m. the following day both dates must
be noted on the certificate). Information regarding this is contained in
the Township’s Alcohol Management Policy.
10.0 Council Committee Guidelines
Delineation of Responsibilities – Council Committees
i) Committees are responsible for 100% of the cost of
operations, maintenance and improvements of facilities and
programs.
ii) Committees are authorized to raise funds for operations,
maintenance and improvements of facilities and programs.
TOWNSHIP OF SOUTH-WEST OXFORD
2019 TERMS OF REFERENCE for
TOWNSHIP HALL, PARK AND RECREATION COMMITTEES
14 | Page
(Updated 2019)
iii) Committees must receive pre-approval from Council for new
capital projects…as contained in the approved 5-year capital
plan for each committee.
iv) Committee are responsible for 25% of the net cost of Council
approved capital projects. (Net =after capital project cost is
reduced by grants (i.e. Trillium, Agri Spirit, etc.). This does
reduction does not apply to fundraising.
Delineation of Responsibilities – Township
i) The Township is responsible for providing a grant to council
committees annually to help offset the costs of operations,
maintenance and improvements to the facilities and programs.
ii) The Township is responsible for 75% of the cost of new capital
and replacement capital projects it approves.
iii) The Township will continue interest free loans to council
committees for a portion of their 25% share for council approved
projects to allow these projects to move ahead prior to all needed
monies being raised.
iv) The Township will continue to offer the reduction of a loan by
council committees by writing off $1.00 for each $1.00 received
through fundraising or donations. This option must be
preapproved by council prior to the project taking place as part of a
repayment plan.
v) The Township will pay 100% of the cost of boundary fencing
between properties as well as along the roadway. The type of
fencing will be determined by the Township. This does not include
interior fencing for ball diamonds, etc.
vi) The Township will pay 100% of the cost of tree removal at parks
that must be removed due to health and safety concerns.
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
MISSION STATEMENT
To enhance the quality of life for the residents of the Municipality of Dutton
Dunwich through the provision of parks, recreation, culture, program services,
festivals and community events.
To foster, develop and implement recreation opportunities to enhance individual
wellbeing, community wellbeing, and the wellbeing of our built and natural
environments.
To advocate the social, economic, personal and environmental benefits of leisure
services to residents who use the parks and recreation services.
MANDATE
The role of the Recreation Committee is to provide recommendations and
operational support to Council with the assistance of the Recreation Staff Member
on matters pertaining to the Recreation in the Municipality of Dutton Dunwich.
TERM
Members shall be appointed by Council Resolution. Council may remove an
appointed member, at any time via Resolution.
A member’s term on the committee shall be concurrent with the Term of Council or
until a successor is appointed.
At the first meeting of the term of the newly appointed committee, the following
must occur:
• Elect a Committee Chair by vote
• Establish regular meeting schedule by resolution
ATTENDANCE
If a member is unable to attend a meeting, he/she should inform the Chair and
Recording Clerk. In the event that a non-elected member of a Committee is absent
from the meeting for three consecutive meetings without being temporarily excused
and such permission recorded in the minutes, Council may terminate the
appointment and may by resolution appoint a new person to fill the vacancy. If the
Chair is absent for three (3) consecutive meetings through illness or otherwise, the
committee may appoint an Acting Chair or a new Chair, as deemed appropriate.
While presiding the Acting Chair shall have all the powers of the Chair.
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
COMPOSITION
The Committee shall be comprised of seven (7) voting members who must be
residents of Dutton Dunwich and demonstrate interest and commitment to the
delivery of quality municipal recreation services, programs and facilities and are
willing to work toward the effective implementation of strategic direction whom
collectively comprise a balanced representation of the community.
Of the voting members, a Chair and Vice Chair shall be elected by majority vote.
The term of the Chair shall be one (1) year term with renewal up to 2 extra one (1)
year terms.
Members of Council or Municipal Staff may be appointed to be Chair for a short-
term basis under specific circumstances such as; if the Chair position is vacated and
no chair has been elected at the date of meeting, etc. If a Chair or Vice Chair is not
present, members are to select an acting Chair to serve in the same capacity for
the duration of that meeting.
The Committee shall also consist of one member of Council appointed by the Dutton
Dunwich Council whom shall have full voting privileges.
All members are to be appointed by way of Council resolution. Criteria to be
considered by Council in selecting Committee members is attached.
A Recreation Staff member will serve as a staff resource to the Committee. Other
Municipal staff and delegates may be invited to provide input at times, however,
they are not to be counted towards quorum and do not have voting privileges.
ROLE(S)
1. Role of the Dutton Dunwich Recreation Committee:
• Foster the creation, development, and operation of recreation
partnerships, programs, facilities, events, services, and parks;
• Provide recommendations to Council on matters pertaining to policies,
practices and programs concerning parks, recreation and
beautification;
• Support and advocate for recreation development through internal
programs, events and community partnerships;
• Provide a forum for citizens to raise issues and concerns regarding
recreation, parks and leisure;
• Promote volunteerism through support of projects and services related
to parks, recreation and culture;
• Form sub committees to address specific projects as required; a
member of the committee will be assigned as chair overseeing the
tasks of any such sub committee and to report on the sub committee
progress at regular committee meetings;
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
• Recognize that long-term strategic planning is required, planning for
the maintenance and management of facilities needs to be prioritized,
and fundraising efforts
2. Role of Committee Chair:
The Chair is responsible for ensuring the effective operation of the Committee
and its roles in accordance with the municipality’s meeting procedures.
Specifically, the Chair shall be responsible for:
• Calling meetings to order;
• Conducting meetings in accordance with the municipality’s Procedural
By-law #2020-72
• Encouraging an informal atmosphere to encourage the exchange of
ideas;
• Acting as spokesperson; and,
• Representing the Dutton Dunwich Recreation Committee when
necessary
3. Role of Committee Members:
• Perform duties in a manner that maintains and enhances public
confidence in the integrity, objectivity and impartiality of the
Municipality;
• Adhere to the Municipal Conflict of Interest Act and clearly identify any
items of pecuniary interest before they are discussed and refrain from
discussing and voting on same;
• Not benefit from the use of information acquired during the course of
official duties that is not generally available to the public;
• Be professional, courteous and respectful with other members,
Council, administration and the general public. In doing so will not
publicly criticize Elected Officials, administration or other members and
respect the decisions of Council;
• Maintain confidentiality when necessary, and ensure personal
information controlled by the Municipality is used or disclosed in
compliance with the Municipal Freedom of Information and Protection
of Privacy Act (MFIPPA);
• Understand the committee’s relationship to Council;
• Strive to attend all scheduled meetings and advise in advance when
unable to attend (to determine if there is going to be a quorum);
• Prepare for meetings by reading agendas and any background
information supplied and by actively participating in the discussion and
decision making process;
• Undertake any work assigned, including special projects and research,
between meetings;
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
• Operate under the Municipality’s Procedural By-law #2020-72, as well
as other Municipal policies and procedures where applicable;
• Respect that actions taken and/or recommendations shall reflect the
majority view of the committee.
4. Role of Council Member Representative:
Council Members appointed to the Committee have all of the rights and
privileges of any other member, including voting.
In addition, the Council member is also responsible for:
• Liaising between Council and the committee, providing information and
clarification;
• Ensuring members are aware of Council issues that may affect the
goals and objectives of the committee, including past actions of
Council;
• When necessary and appropriate, explain the rationale behind the
committee’s recommendation when brought forward to Council.
5. Role of Recreation Staff Member:
As a non-voting member, the responsibilities of the Recreation staff liaison are
to:
• Provide guidance and advice and remain impartial during discussions
of committee matters with all members;
• Prepare any necessary reports for Council’s consideration;
• Ensure that any recommendations proposed by the committee do not
contradict the Municipality’s budget, by-laws or policies and
procedures.
DECISION MAKING
1. Voting
Where possible, decisions will be made by way of consensus. When a resolution
is to go to Council, a resolution must be moved and seconded and recorded in
writing prior to voting. A resolution is deemed to be carried if the majority of
members present vote in the affirmative. The Committee shall not reconsider a
previous resolution, unless directed to do so by Council.
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
2. Quorum
Quorum shall be a simple majority of the total number of Committee members
(i.e. 50% plus one).
If determined practical, a meeting may proceed without a quorum, however,
substantive recommendations are not to be fully ratified until supported by the
majority of members.
If no quorum is present and there are time constraints with respect to a specific
item on the agenda, the Chair may canvass members through alternative means
(ie telephone/email/face to face) to determine Committee support for that item.
3. Reporting
The Council Representative will be the Council Member Representative to Council
for the Committee. The Committee does have delegated authority.
Recommendations requiring expenditures, reports or staff actions must first be
considered by staff and/or Council. Council may cause the Committee to review
and report on matters pertaining to the Committee’s mandate. The Council
Member Representative appointed by Council (or delegate), shall regularly
report to council on the work of this committee.
MEETING STRUCTURE AND FORMAT
1. Meetings
The committee will meet regularly bi-monthly, and may meet at any other such
time as the committee deems appropriate.
The committee will conduct its meetings in public, in an accessible location.
Committee meetings are open to the public and are subject to the provisions of
Section 239 of the Municipal Act, 2001. Members of the public who are in
attendance shall not interfere with the conduct of the Committee.
The Recreation Staff Member, other Municipal Staff from other departments
and/or members of other agencies may attend meetings as required to provide
expertise, support or report on various matters. The Recreation Staff Member
will also provide reports to Council for review.
The Municipality of Dutton Dunwich Procedural By-law #2020-72 shall be
followed for all matters not specifically addressed within this document. These
Terms of Reference are established by Council and can only be altered by
Council.
2. Agenda & Minutes
Agendas for each meeting will be distributed to members in advance along with
the minutes of the previous meeting. Minutes from the Recreation Committee
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
meeting will be received by Council and substantive recommendations will be
forwarded to staff for review and action if deemed necessary.
Recommendations must relate to the Committee’s mandate.
3. Sub-Committees
At times, there may be a call for sub committees. These committees will meet
until the outlined tasks have been completed. Sub Committees may include;
special events, fundraising/grants, volunteer recruitment/retention, parks,
facilities, splash pad/pool, child/youth, and community engagement. Minutes
from these sub committee meetings will be reported by the sub committee chair
to the full committee. In consultation with the Committee and Council, the
Recreation Staff Member will generate content for each meeting to ensure
progress of the Committee’s work.
4. Code of Conduct & Conflicts of Interest
Committee members shall, at all times follow the policies and procedures set out
in the Municipality of Dutton Dunwich Code of Conduct Policy.
A conflict of interest may arise for committee members appointed by Council
when personal or business interests clashes with, or affect the duties and
decisions of the committee. These members are required to adhere to the
Municipal Conflict of Interest Act and the Municipality’s Conflict of Interest
Policy, which contains strict rules regulating participation in matters to which
there is a direct or indirect pecuniary interest. The onus to declare a conflict of
interest lies with the member and not municipal staff.
At a meeting at which a member discloses an interest, or as soon as possible
afterwards, the member shall file a written statement of the interest and its
general nature with the clerk of the municipality or the recording clerk of the
committee.
Committee members can seek advice from the Municipality’s Integrity
Commissioner respecting obligations under the Municipality’s Code of Conduct
for Council, Committees and Boards, local ethical behaviour procedures, rules or
policies governing the members, and the Municipal Conflict of Interest Act.
BUDGET & EXPENSES
In the event a committee has been approved a budget to carry out the mandate of
the committee, the Recreation Staff Member shall oversee the finances of the
committee and ensure that all purchases are in accordance with the Municipality’s
Procurement Policy.
Expenses incurred by a committee against an approved budget shall be detailed in
the meeting minutes.
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
APPENDIX “A”
Criteria for Selecting Committee
1. The Council of the Municipality of Dutton Dunwich shall use the following
criteria in selecting members to serve on the Dutton Dunwich Recreation
Committee:
• The Committee shall be comprised of individuals who have a wide
range of skills and wish to serve the community by volunteering time
for the betterment of recreation in the Municipality of Dutton Dunwich.
• In selecting Committee members, Council shall strive to achieve
gender equality, geographic diversity and representation from various
cultural and recreational groups.
• Members willing to bring new perspectives to the Committee in priority
areas of recreation including: service delivery, youth programming,
seniors programming, community engagement, fundraising,
accessibility, volunteer recruitment and retention
• Demonstrated commitment and connections with other
community/networks.
• Business or governance experience on other boards, committees or
community groups would be an asset.
2. Prospective members must be able to:
• work in a co-operative manner with other Committee members,
• consult with community members on recreation related issues,
• commit to a two year term
• attend regularly-scheduled Committee meetings one (1) evening
monthly as required, and
• attend special meetings, sub committee meetings, or meetings of
Council, as may be required.
RECREATION COMMITTEE
Terms of Reference
Dated: September 22, 2021
APPENDIX “B”
Committee Application Form
Name:
Address:
Telephone:
Cell Phone:
Email:
Employer’s Name and Address
Are you available to meet during the evenings Yes ☐ No ☐
Please summarize your experience with or interest in recreation in Dutton Dunwich
Why are you interested in joining the Dutton Dunwich Recreation Committee?
Please briefly outline your past experience as a volunteer board or committee
member. Also list any other experience that would be an asset.
Are you interested in applying to serve on the:
Core Committee ☐ Sub-Committee ☐ Both ☐
What skills and knowledge would you bring to our board committee? Please indicate
your experience in the following areas – very experienced, some experience or little
to no experience:
1. Recreation programming
2. Knowledge of recreation facilities
3. Program planning and evaluation
4. Financial management and control (budgets/accounting)
5. Strategic planning
6. Communication, public and media relations
7. Special events (planning and implementing)
8. Other relevant skills and knowledge. Fundraising/grants/partnerships
Please send your application to jsmall@duttondunwich.on.ca
West Elgin Recreation Committee Terms of Reference
Purpose
To enhance the quality of life for the residents of the Municipality of West Elgin through
an advisory body and make recommendations to the West Elgin Council regarding
matters pertaining to parks, recreation and events within the community.
Authority
The West Elgin Recreation Committee is an advisory committee to Council and does
not have any delegated authority.
Committee Composition
The West Elgin Recreation Committee shall be comprised of two (2) members of
Council as appointed and five (5) members of the public. The committee shall also
include Parks and Recreation Staff (as required-dependent on agenda items)
Term
Committee members term will be consistent with that approved by council.
Chairperson
The chairperson shall be appointed by the committee.
Schedule of Meetings
The committee shall meet monthly, or all the call of the chair. The committee shall hold
a minimum of eight (8) meetings.
Mandate
The committee will act in an advisory capacity and work in conjunction with Town staff
to provide advice and present recommendations to council for matters within the
following areas.
• Development and planning regarding Municipal run events and recreation
programming.
• Review submissions from community associations, organizations, residents and
user groups regarding the enhancement of recreational opportunities within the
Municipality.
• Create and implement partnership opportunities for funding and program
development.
• Provide input on the West Elgin Recreation Programming budget and capital
expenses.
• Advise council on matters of parks, trials, green spaces, and recreational
facilities within the municipality of West Elgin
• Advise and assist in the development of educational programs and promote the
activities of the committee.
• Liaise with other like organizations to promote recreation programming within
West Elgin
• Provide a forum for citizens ideas to be brought forth regarding recreation, leisure
and parks within West Elgin
• Advocate on behalf of recreation and parks users in the municipality
• Advise on the recreational needs of the community.
• Provide opportunity for all members of the community to pursue recreation
• Promote volunteerism through the support of projects and services related to
parks, recreation and culture.
• Aid in planning of events that have a forecasted budget and goals.
• Support and enhancing existing, new and emerging recreational opportunities.
• Encouraging community members to become involved with projects, events, and
to increase the development of recreation and leisure programs.
Community Development
The Municipality of West Elgin Recreation Committee will be responsible for providing
input and recommendations in the area of parks and recreation activity in the
municipality.
• The committee shall assist with the development of new and innovative programs
that positively affect the operation of the Parks and Recreation Department.
• The committee will advocate the social, economic, personal, environmental and
health benefits of recreation services to all residents of West Elgin.
• The committee shall liaise with community groups and individuals to ensure
awareness of the needs of the residents are being met and that new partnerships
and collaborations are being developed.
• The committee shall assist where possible with the West Elgin Parks and
Recreation Department and other community groups to ensure all programs and
services are accessible to attain the expected level of services to all residents
within the Municipality.
• The committee shall assist with implementations associated with volunteer
management, with a special focus on recruitment, recognition and retention.
Appendix A
By-law
Appendix B
New Member Package
To Bayham Council from the Vienna Lions Club As partners in planning and building of the community centre, we are
concerned about the proposed sale of the Vienna Lions Community Centre. The halls in Straffordville and Vienna were very small. For weddings .Most of the area's population lived around Straffordville or south thereof. The Vienna Lions saw the need for a larger facility. Whereas Vienna was central of that population, it was felt that it would be a good place for a community centre.Whereas there were 2 Lions on council, the Vienna Council was well informed of the discussions and planning by the Vienna Lions. In April '61, Reeve (Lion) K Emerson reported that grants were available from the Department of Agriculture for community centres. He agreed to approach the Vienna Lions about the matter. In May the Lions set up a committee to look into the cost of lots.
In June they put a bid on the Balcomb estate. In October council agreed to issue debentures for the community centre, providing that the Lions pledged to help pay for them.
When the school board handed over the old high school to the village, that became the choice location. In October '63 construction begins. Concrete is mixed on the spot.
The Lions were very much involved. Lions Bartlett, Wolf and Max Underhill brought their gravel trucks. Max Underhill even paid a driver. When the building was complete, lion Max Underhill went with one of his trucks to Toronto to get the chairs and tables they had purchased. Dec.'64, the first Lions New Years Dance was held. The collaboration between the Lions and Village continued. Whereas the VLCC was the only such facility in Bayham, it served the population very well. With its choice of room sizes, it was a great place for large weddings or small family gatherings. As a place for fundraisers, it brought money from outside Bayham into the community.
That's how the Vienna Lions managed to continue supporting the hall. They replaced the dishes at a cost of $5,500.00 and spent $18,800.00 on renovations. They put in a accessible wash room, with pump out and installed magnetic door holders on the fire doors. For 50 years they payed the hydro for the Ball Diamond and food booth. They created the downtown Vienna Lions Park with a pavilion and
hydro to all the trees. They also supported the Port Burwell fire department with large donations. They help individuals with small donations or the loan of hospital beds, wheel chairs ,walkers, canes etc. In November they hold a fund razer for Christmas food and toy baskets, they deliver in South Bayham. The Municipality of Bayham is not a business. Municipalities are expected to provide services. Services come with a cost. Community Centres are never expected to make a profit. The VLCC cost have been reasonable and offset by money
raised for the community, especially money for outside of Bayham. The operating cost to the Municipality, for the VLCC, has alway been lower than that for the Straffordville hall. For 7 years, from 2006 to 2012, the operating cost for Straffordville
was $22,114.00/ year higher than for Vienna. The Straffordville hall was build much later, but was condemned,
while the Vienna hall is still in good shape. The Straffordville hall was rebuild at a great cost but still has no kitchen. The lower level of the Vienna LCC was not accessible. A grant for an elevator was received and engineers drawings were made. The grant and the Vienna reserve money would have paid for it. The Bayham Council sabotaged the project by returning the grant and cancelling the project. One can only see one reason for that kind of action ! Why would they destroy two large signs the Lions put up on the Plank Road, a county highway? Those signs and their location were approved by Elgin County!
It was not even in Bayham's jurisdiction ! Why would they destroy 3 working, efficient geo thermal furnaces and replace them with 3 gas burning furnasses, using the reserve
funds that should have been used for an elevator? Why did council decide that the VLCC would be closed for 2021 ? When the OPP was concerned of traffic at the Edison Museum, why
would Council not allow the use of the VLCC for vaccinations, as in the past? We have been lucky in this area, that we had no longterm hydro outings.Our time certainly will come. Whereas it has water and sewer service and a full kitchen, the VLCC could serve as a short term warming station or if needed as a shelter for a longer duration. All action by Council give the impression that they have decided to sell the VLCC. As stake holders, we strongly object to the sale of The Vienna Lions Community Centre! William Gheysen, secretary, Vienna Lions Club.
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL BUDGET MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers Tuesday, January 4, 2022 6:30 p.m.
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 FIRE CHIEF|BY-LAW ENFORCEMENT OFFICER HARRY BARANIK MANAGER OF CAPITAL PROJECTS| WATER/WASTEWATER ED ROLOSON MANAGER OF PUBLIC WORKS STEVE ADAMS 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 6:30 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. ANNOUNCEMENTS
A. A pop-up vaccination clinic will be held at the Port Burwell Firehall, 55451 Nova Scotia Line on Thursday, January 6, 2022 from 11:00 a.m. – 6:00 p.m. Walk-ins are welcome. 4. 2022 – 2023 DRAFT OPERATING BUDGET
A. Report TR-01/22 By Lorne James, Treasurer re 2022-2023 Operating Budget – Draft Revised
Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report TR-01/22 re 2022-2023 Operating Budget - Draft be received for information; AND THAT the 2022 Operating Budget be amended as discussed and approved; AND THAT staff be directed to bring forward the 2022 Tax Rate By-laws.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
2022 Council Budget Minutes January 4, 2022
Councillor Dan Froese x
Councillor Susan Chilcott x
Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 5. BY-LAW
A. By-law No. 2022-001 Being a by-law to confirm all actions of Council Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler THAT Confirming By-law No. 2022-001 be read a first, second and third time and finally
passed. Recorded vote: 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
CARRIED
6. ADJOURNMENT Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 9:03 p.m. Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell
Councillor Dan Froese Councillor Susan Chilcott Deputy Mayor Rainey Weisler
Mayor Ed Ketchabaw
CARRIED
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, January 6, 2022 7:00 p.m. The January 6, 2022 Council Meeting was held virtually via Zoom and livestreamed on YouTube. 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 FIRE CHIEF|BYLAW ENFORCEMENT OFFICER HARRY BARANIK IBI GROUP PLANNING TECHNOLOGIST PAUL RILEY
CJDL ENGINEERING ANDREW GILVESY 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 Chilcott declared a conflict of interest in Item 10.2-B re Draft Plan of Subdivision Application – 34T-BY2101 Sandytown Road, Straffordville due to the proximity to her property. Councillor Chilcott was not present for discussion of the Item. No other disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. Verbal Item re labour relations or employee negotiations (Compensation) added as Item
14.1-A 4. ANNOUNCEMENTS A. Councillor Donnell announced there were 308 attendees at the Vaccination Clinic in Port Burwell, January 6, 2022 B. Mayor Ketchabaw announced a Vaccination Clinic at the Straffordville Community Centre is scheduled for Thursday, January 13, 2022 from 11:00 a.m. to 6:00 p.m. Walk ins are welcome.
2022 Council Minutes January 6, 2022
2
5. DELEGATIONS
A. Tracey Arts and Laura Fraser of Elgin Federation of Agriculture re Importance of Preserving Farmland in Elgin County
Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the presentation by Tracey Arts and Laura Fraser of Elgin Federation of
Agriculture re Importance of Preserving Farmland in Elgin County be received for information. Recorded vote: 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 CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Council Meeting held December 16, 2021 Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler THAT the minutes of the Council Meeting held December 16, 2021 be adopted.
Recorded vote:
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
CARRIED 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
8.1 Correspondence
8.1.1 Receive for Information
2022 Council Minutes January 6, 2022
3
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 FR-01/22 by Harry Baranik, Fire Chief|By-law Enforcement Officer re Fire Communications Agreement and Equipment
Moved by: Councillor Froese Seconded by: Councillor Chilcott
THAT Report FR-01/22 re Fire Communications Agreement and Equipment be received for information;
AND THAT a by-law authorizing the execution of an Intermunicipal Agreement for Joint Ownership of Fire Communications Equipment for the Municipalities within the County of Elgin be brought forward for Council’s consideration. Recorded vote: 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
CARRIED 10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
10.1 Correspondence
10.1.1 Receive for Information
A. Notice of Passing of Zoning By-Law No. Z735-2021 W. Anderson and P. Smith, 9743 Plank Road Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT correspondence item 10.1.1-A be received for information. Recorded vote:
2022 Council Minutes January 6, 2022
4
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 CARRIED
10.1.2 Requiring Action
10.2 Reports to Council A. Report DS-01/22 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Site Plan Agreement – Lighthouse Gospel Church Trustees By-law No. 2022-002
Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report DS-01/22 regarding the Lighthouse Gospel Church Trustees Site Plan Agreement be received for information; AND THAT By-law No. 2022-002, being a By-law to authorize the execution of a Site Plan Agreement between Lighthouse Gospel Church Trustees and the Municipality of Bayham for development at the property known as 59 Victoria Street Port Burwell be presented for enactment. .
Recorded vote: 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 CARRIED
Councillor Chilcott was not present for discussion of Item 10.2-B
B. Report DS-02/22 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Draft Plan of Subdivision Application – 34T-BY2101 Sandytown Road, Straffordville
Moved by: Councillor Donnell Seconded by: Councillor Froese THAT Staff Report DS-02/22 regarding the Draft Plan of Subdivision 34T-BY2101 for 1985763 Ontario Inc. be received for information; AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities Act, 2015, it be pointed out that at the public participation meeting held
2022 Council Minutes January 6, 2022
5
November 18, 2021 associated with this application, verbal and written submissions
were received; AND THAT all considerations regarding this matter were taken into account in Council’s decision passing this resolution; AND THAT Council supports the 39-lot Draft Plan of Subdivision in principle; AND THAT Council request the County of Elgin consider including the following as
conditions of Draft Plan approval: That the Owner shall redesign the end of Street “A” to include an adequate
turnaround illustrating standard truck/emergency vehicle turning movements. That a peer review of the Hydrogeological Assessment dated as revised
November 29, 2021, is completed confirming adequacy of the proposed private onsite water services, to the satisfaction of the appropriate approval authority. That the streets on the Draft Plan shall be named to the satisfaction of the Municipality of Bayham. That the streets on the Draft Plan shall provide connection to Sandytown Road (Phase 1) and Stewart Road (Phase 2) and are to be dedicated as open public roads prior to final approval. That any open sides of road allowances created by this Draft Plan shall be
terminated in 0.3 metre reserves to be conveyed to, and held in trust by, the Municipality as applicable. That the Owner shall provide easements as may be required for services, utility, or drainage purposes in a form satisfactory to the Municipality or utility. That the Owner design and construct the proposed pumping station to provide adequate connection to the municipal sewers and that the Subdivision Agreement shall make provision for the assumption and operation by the Municipality of
Bayham of the sanitary sewer system within the Draft Plan, subject to the approval of the Municipality of Bayham Water/Wastewater Department. Prior to final approval, the Owner shall submit for approval, detailed servicing plans designed in accordance with the Municipality of Bayham Design and Construction Standards to the satisfaction of the Municipality of Bayham. That the Owner enters into a Subdivision Agreement containing provisions for the
timing of the development in two Phases, pursuant to the authority of the Planning
Act, as amended, with the Municipality of Bayham wherein the Owner agrees to satisfy all the requirements, financial and otherwise, of the Municipality of Bayham
concerning the installation of services including roads, utilities, and storm water management facilities required for the development of the lands within the Plan with securities. That prior to any grading or construction of the site and prior to final approval, the
2022 Council Minutes January 6, 2022
6
Owner shall submit the following:
a) A final storm water management report to be submitted to the Municipality and Long Point Region Conservation authority for review and approval b) An erosion and siltation control plan to the satisfaction of the Municipality and Long Point Region Conservation Authority for review and approval c) A final lot grading and drainage plan to the satisfaction of the Municipality and Long Point Region Conservation Authority for review and approval
d) Completion of any necessary applications under the Drainage Act to provide a legal outlet for storm water use. That any environmental protection measures recommended in the storm water management plan required by Condition 10 above, that are not capable of being
addressed under the Ontario Water Resources Act, be implemented through the Subdivision Agreement. That any lands containing the storm water treatment system are to be assumed by the Municipality, at the cost of the Owner.
The Subdivision Agreement shall include provisions that require the Owner to establish sidewalks and streetlights at no cost to the Municipality of Bayham to the satisfaction of the Municipality of Bayham Design and Construction Standards. That the “h2” holding symbol is removed by way of Zoning By-law Amendment to ensure orderly development through a Subdivision Agreement between the Owner and the Municipality, which addresses financial and servicing impacts of new development to the Municipality. That prior to final approval, the Owner provide an adequate water supply system necessary for fire protection to the satisfaction of the Municipality.
That the Owner provides cash-in-lieu of parkland in accordance to the Municipality of Bayham Cash in Lieu of Parkland By-law 2020-053.
That the Subdivision Agreement between the Owner and the Municipality be registered against the lands to which it applies once the Plan of Subdivision has
been registered. Recorded vote: Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x
CARRIED 11. FINANCE AND ADMINISTRATION
11.1 Correspondence
2022 Council Minutes January 6, 2022
7
11.1.1 Receive for Information
A. Town of Fort Erie re City of St. Catharines’ Resolution – National Childcare Program B. Town of Bradford West Gwillimbury re Motion Against Quebec’s Bill 21 C. Susanne Schlotzhauer re Port Burwell Stormwater Drainage System Upgrades
D. Multi-Municipal Wind Turbine Working Group re Wind Turbine Failures
E. Southwestern Public Health re Southwestern Public Health Rescinds Letter of Instruction for Reinstating Capacity Limits Moved by: Councillor Donnell Seconded by: Councillor Chilcott
THAT correspondence items 11.1.1-A - 11.1.1-E be received for information.
Recorded vote: 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 CARRIED
11.1.2 Requiring Action
A. Susanne Schlotzhauer re Continued Livestreaming of Council Meetings and Making Recordings Publically Available for Viewing at Leisure Moved by: Councillor Donnell Seconded by: Councillor Froese THAT correspondence from Susanne Schlozhauer re Continued Livestreaming of Council Meetings and Making Recordings Publically Available for Viewing at Leisure be received for information; AND THAT Council direct staff to bring forward a Report regarding Council meetings
being recorded and made publically-available. Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x
Councillor Dan Froese x Councillor Susan Chilcott x
2022 Council Minutes January 6, 2022
8
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED B. Poplar Ridge Riders Snowmobile Club re Snowmobile Trail through Vienna Moved by: Deputy Mayor Weisler
Seconded by: Councillor Froese THAT correspondence from Poplar Ridge Riders Snowmobile Club be received for
information; AND THAT Staff be directed to provide correspondence to Poplar Ridge Riders
Snowmobile Club advising they refer their request to the County of Elgin as Plank Road is a County road. Recorded vote: 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
CARRIED 11.2 Reports to Council
A. Report CAO-01/22 by Thomas Thayer, CAO|Clerk re Procedural By-law Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT the inclusion of a Trial Open Forum for a period of six months be approved. Recorded vote:
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
Moved by: Councilor Donnell Seconded by: Councilor Chilcott
THAT Report CAO-01/22 re Procedural By-law be received for information;
2022 Council Minutes January 6, 2022
9
THAT the amendments as noted in Report CAO-01/22 be approved; AND THAT staff be directed to bring forward a Procedural By-law for Council consideration. Recorded vote:
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
CARRIED 12. BY-LAWS
A. By-law No. 2022-002 Being a by-law to authorize the execution of a Site Plan Agreement between Lighthouse Gospel Church Trustees and The Corporation of the Municipality of Bayham (This by-law follows the recommendation in Report DS-01/22 by
Margaret Underhill, Deputy Clerk|Planning Corordinator during the regular meeting of
January 6, 2022) B. By-Law No. 2022-003 Being a by-law to adopt Rules of Procedure (This by-law
follows the recommendation in Report CAO-01-22 by Thomas Thayer, CAO|Clerk during the regular meeting of January 6, 2022)
C. By-law No. 2022-004 Being a by-law to authorize the execution of an Intermunicipal
Agreement for Joint Ownership of Fire Communications Equipment between The
Corporation of the Municipality of Bayham, The Corporation of the Town of Aylmer, The
Corporation of the Municipality of Central Elgin,, The Corporation of the Municipality of
Dutton/Dunwich, The Corporation of the Township of Malahide, The Corporation of the
Township of Southwold and The Corporation of the Municipality of West Elgin (This by-
law follows the recommendation in Report FR-01/22 by Harry Baranik, Fire Chief|By-law
Enforcement Officer during the regular meeting of January 6, 2022)
Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT By-law No. 2022-002, By-law No. 2022-003 and By-law No. 2022-004 be read a first, second and third time and finally passed.
Recorded vote:
Member of Council YES NO
Councillor C. Valerie Donnell x Councillor Dan Froese x
Councillor Susan Chilcott x
2022 Council Minutes January 6, 2022
10
Deputy Mayor Rainey Weisler x
Mayor Ed Ketchabaw x
CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS
14.1 In Camera
Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT the Council do now rise to enter into an “In Camera” Session at 8:22 p.m. to discuss:
• labour relations or employee negotiations (Compensation) Recorded vote: 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
CARRIED Council recessed for a short break at 8:22 p.m. and reconvened at 8:31 p.m. A. Verbal Item re labour relations or employee negotiation (Compensation) 14.2 Out of Camera
Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT the Council do now rise from the “In Camera” session at 8:45 pm and report on
Closed Session Item A. labour relations or employee negotiations (Compensation) Recorded vote:
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
2022 Council Minutes January 6, 2022
11
CARRIED
Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Verbal Item re Labour Relations, Employee Negotiations (Compensation) be received for information.
AND THAT staff proceed as directed.
Recorded vote:
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
CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2022-005 Being a by-law to confirm all actions of Council Moved by: Councillor Froese Seconded by: Councillor Donnell THAT Confirming By-law No. 2022-005 be read a first, second and third time and finally passed.
Recorded vote: 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 CARRIED
16. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 8:48 p.m. Recorded vote:
2022 Council Minutes January 6, 2022
12
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
CARRIED
MAYOR CLERK
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works DATE: January 20, 2022 REPORT: PS-01/22
SUBJECT: PROPOSAL RESULTS – RFP 21-05 SUPPLY AND DELIVERY OF ONE (1)
LOADER BACKHOE
BACKGROUND: On October 5, 2021, the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report TR-12/21 re 2022-2031 Capital Budget – Draft be received for
information; AND THAT Council approve in principle the 2022-2031 Capital Budget. The 2022 Capital Budget includes Capital Item No. PW-13 Loader Backhoe in the amount of $180,000. The Municipality currently operates a 2010 Case 580WT backhoe with 5667 hours.
Staff recommended to Council during the capital budget deliberations that staff be directed to keep the current 2010 backhoe as a secondary backhoe as an opportunity to save on travel
distance and operator time moving to multiple locations while on a capital works project. This is beneficial to the municipality as staff regularly leave capital projects to complete a service request for both emergency and non-emergent requests. December 03, 2021, the Municipality of Bayham commenced RFP-21-05 Supply and Delivery of (One) Loader Backhoe, a two-part RFP process, to procure a new Backhoe. DISCUSSION
PART 1 – PRACTICAL ASSESSMENT
• During the Summer and fall of 2021 the Municipality of Bayham conducted field tests on the following Loaders:
• John Deere 310SL
• Caterpillar 420
• Case 580 Part 1 – Practical Assessment was completed by the Municipality of Bayham Backhoe Operators. Part 1 – Practical Assessment was worth 50% of the final overall score of RFP 21-05.
PART 1 - Backhoe Practical Assessment
BRAND Case 580WT John Deere 310SL Toromont Cat 420
AVERAGE TOTAL 17.5 17.5 18
Percentage 67.00% 67.00% 69.00%
Score /50 33.5 33.5 34.5
PART 2 – BACKHOE BID PRICE
• Effective December 3, 2021 the Municipality of Bayham accepted Bid Prices from invited vendors pursuant to RFP 21-05.
• RFP 21-05 closed on January 7, 2022 at 11:00am with three bids submitted. Part 2 – Backhoe Bid Price was worth 50% of the final overall score of RFP 21-05. The
Part 2 – Backhoe Bid Price scoring rubric, out of 100, is as follows:
The scoring of RFP 21-05 are as follows:
RFP 20-01 Loader
Part 1 Part 2 Total
CASE 580WT 33.50 25 58.5
Caterpillar 420 34.50 25 59.5
John Deere 310SL 33.50 30 63.5
The 2022 John Deere 310SL was the top scoring in the Part 2 Assessment with a price
difference of $ 5,541.91 to the closest competitor’s submission.
Included in the RFP 21-05 was a 5 year comprehensive bumper to bumper warranty over the
standard one (1) year included warranty. This includes 5 year or 5000 hrs. Including deductible,
parts, service travel, float and labor charges.
Additionally, regardless of the backhoe selected the after purchase installation of an EP-0
Groeneveld Automatic Greasing System is required at a cost of $8,351.00+HST. This system is
a crucial component to the Loader Backhoe as it guarantees maintenance to all grease points at
proper intervals. Groeneveld Lubrication Systems is currently suppling parts and service to the
municipality’s seven grease system.
The total recommended purchase price of the John Deere 310SL Backhoe is $179,069.33+HST
as provided by Brandt Tractor LTD-Construction division.
RFP 21-05 Backhoe Bid Price Assessment
Backhoe Bid Price
$150,000-$149,999
$155,000-$159,999
$160,000-$164,999
$165,000-$169,999
$170,000-$174,999
$175,000-$179,999
$180,000-$184,999
$185,000-$189,999
$190,000-$194,999
$195,000-$199,999
$200,000+ Scoring Rubric/100 100 90 80 70 60 50 40 30 20 10 0
Bid Price Score
CASE 580WT 177,230.00+HST 50
Caterpillar 420 176,260.00+HST 50
John Deere 310SL 170,718.09+HST 60
RECOMMENDATION:
1. THAT Report PS-01/22 re Proposal Results - RFP 21-05 Supply and Delivery of One (1)
Loader Backhoe be received for information; AND THAT the Council of the Corporation of the Municipality of Bayham award RFP 21-05 in the amount of $170,718.09+HST to Brandt Tractor LTD-Construction division for the procurement of one (1) 2022 John Deere 310SL; AND THAT the Council of the Corporation of the Municipality of Bayham direct the Manager of Public Works to proceed with the installation of the Groeneveld Lubrication System on the 2022 John Deere 310SL in the amount of $ 8,351.24 + HST.
Respectfully Submitted by: Reviewed by:
_________________________ _________________________ Steve Adams Thomas Thayer Manager of Public Works CAO|Clerk
REPORT
Physical Services
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works
DATE: January 20, 2022
REPORT: PS-02/22 SUBJECT: ENHANCED EAST BEACH WASHROOMS SERVICE LEVEL
BACKGROUND: On January 4, 2022 the Council of the Corporation of the Municipality of Bayham passed the 2022 Operating Budget and inquired regarding further information in regards to additional Port Burwell East Beach washrooms and the possibility of extending the washroom season. On March 19, 2020 the Council of the Corporation of the Municipality of Bayham passed By-Law No. 2020-021 entering into an extension agreement with Affordable Portables, for Portable
Washrooms Supply, Placement and Cleaning at various locations within the Municipality of Bayham.
The Municipality of Bayham has been in agreement with Affordable Portables since 2016 and have offered us exceptional service. Currently Affordable Portables supplies the Municipality with 9 seasonal accessible portable washrooms from May 1 through to September 31. Two of
these units are utilized within the east beach parking lot. The Municipality currently pays on average $1,602 per month to operator these nine (9) accessible portable washrooms. Due to the high volume of use, the two washrooms currently utilized on the beach require cleaning three times a week over the once per week at all other facilities. The two washrooms at the east beach over the past two years cost an average of $581.04 per month for two units. On October 5, 2021, the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report TR-12/21 re 2022-2031 Capital Budget – Draft be received for information;
AND THAT Council approve in principle the 2022-2031 Capital Budget.
Within this draft capital budget under Facilities 2028, FA-17 Port Burwell Beach Washroom for a total cost of $500,000. The current East Beach Washroom Facility was designed and built in 2007-2008. This facility is accessible to the public from May 1 through to September 31. This
facility houses a total of four stalls, two sinks, and an outdoor warm shower. This building is also the water and hydro supply for the beach food concession vendor.
On April 1, 2021, the Council of the Corporation of the Municipality of Bayham entered an agreement with PK Property Maintenance for the provision of Washroom Maintenance at the
following Municipal owned locations in the Municipality of Bayham.
• Port Burwell East Beach
• Port Burwell Community Park
PK Property Maintenance is responsible for various maintenance activities around the Port Burwell East beach and Parking Lots. This includes maintaining the east beach main washroom
and opening and closing of the washrooms daily from 8am- 9pm 7 days a week from May 1 to September 30.
Annual costing for PK Property Maintenance is an average annual cost of $25,396.76 or $1,015 weekly. This costing is the entirely of the contract that includes cleaning of both Port Burwell East Beach and Port Burwell Community Park washrooms facilities twice daily. All garbages are emptied twice daily and safety equipment checked and inspected daily, recorded in a daily log. DISCUSSION The yearly increase in visitors to the Port Burwell East Beach and the visitors that visit Port Burwell in the off-season has also grown. During the peak season and on nice weekends, staff and contractors find that the main washroom and portable washrooms over capacity. The past two years staff have extended the portable washrooms time through to the end of Thanksgiving
Long Weekend. On January 4, 2022 during the Special Meeting for the 2022 Operating Budget, Council inquired
regarding options to alleviate line-ups during the peak times. The possibility of extending the season of the main washrooms and adding additional washrooms to the East Beach were also questions asked by residence with in the operating budget consultation period.
Options to Extend the East Beach Washroom Season Option 1 – Extend the Main Washroom Season
• Due to the design of the main washroom building, the washroom facilities were not design to withstand freezing temperatures. The season would be able to be extended one month on either end of the contracted time May through end of September. This would be at the current contract costing pricing.
• Budget impacts for the additional two months of maintenance service would impact the budget annually by $10,384.08. Option 2 – Extend the current Two Portable Washroom for an additional Two Months
• Affordable Portables can extend the season and additional two months and continue with current contract times on the main washroom.
• Budget impact would be an additional annual average of $1,162.08 Option 3 - Carry Two Addition Portable Washrooms Year Round
• Affordable Portables can provide the same portable washrooms on site at the same location with only hand sanitizer and not running water year round with one or two cleanings a week.
• Budget impact for an additional seven months utilizing two portable washrooms within the beach parking lot is $4,067.28
Options: To Enhance the Service Level at the East Beach During Peak Season Option 4 - Additional Two Portable Washrooms during Peak Season
• An additional two portable washrooms are placed at a different location on the east beach or perhaps the west pier parking lot.
• Another possible option would be two regular units and not accessible units as we offer two accessible units currently plus the main washroom for a total of four accessible units.
• Budget impacts for two additional accessible washroom for four months plus clean outs would impact the budget by $3,700.32
• Budget impacts for two additional non-accessible washrooms for four months plus clean outs would impact the budget by $2,677.28 Option 5 – Additional Weekend Clean out
• We have the ability to have our contractor clean out the portable washrooms on Sunday morning of every weekend.
• Budget impacts for the current two units and the current contracted time (22 Weeks) would be and annual addition of $2,860.
• Budget impacts for the current two units only during peak times (July-September long weekend, 11 weeks) would be $1,430. Option 6 – Continue with Current Level of Service
• Continue with current level of service and no alterations to the operating budget.
If Council were to recommend one or two of the options to staff, this can adversely affect the 2022 Operating Budget without careful consideration. The Current 2022 Beach Maintenance
draft budget has an allocation of $25,000. This was increased 9% from 2021 due to a new maintenance contract for East Beach Washroom Cleaning and Beach Maintenance. Blue Flag Application submitted for 2022 this will also bring many challenges to the budget as the Blue Flag program standards require signage and safety equipment to be in place at all times. Maintenance to the picnic tables and garbage outlets along with beach raking are among the Blue Flag program requirements. Over the past four years, with the exception of 2021, the beach maintenance budget has been an average of 36% higher than the allocated budget. In 2021, due to COVID-19, the washrooms were kept closed through to June 1. With the Provincial guidelines and recommendation from Southwestern Public Health to close these during this time, additional savings with maintenance helped keep cost almost 32% below budget.
Including in this 32% savings was low theft of safety equipment and signage at the beach in 2021, along with less frequent beach raking activates due to the wet growing season the beach/roadside mower tractor could not be utilized as frequent at the beach.
RECOMMENDATION 1. THAT Report PS 06/21 re Enhanced East Beach Service Level be received for information; 2. AND THAT Council provide direction to Staff regarding the options identified.
Respectfully Submitted by: Reviewed by:
_________________________ _________________________ Steve Adams Thomas Thayer Manager of Public Works CAO|Clerk
[Type text] TILLSONBURG DISTRICT MEMORIAL HOSPITAL 167 Rolph St., Tillsonburg, ON N4G 3Y9 Phone: 519-842-3611 Fax: 519-842-6733 www.tillsonburghospital.on.ca
ALEXANDRA HOSPITAL, INGERSOLL 29 Noxon St., Ingersoll, ON N5C 1B8 Phone: 519-485-1732 Fax: 519-485-9606 www.alexandrahospital.on.ca
Media Release
Date: January 4, 2022
Ingersoll/Tillsonburg
Alexandra Hospital, Ingersoll Declares COVID Outbreak
(Visitor restrictions in place for both Ingersoll and Tillsonburg Hospitals)
An outbreak of COVID-19 has been declared at Alexandra Hospital, Ingersoll (AHI) on the in-patient
unit. The outbreak was declared Monday, January 3, after four patients tested positive for COVID-19.
All patients and families are being notified of this outbreak.
AHI is working closely with Southwestern Public Health (SWPH) to implement enhanced precautions
and measures to limit this COVID-19 outbreak to keep our patients, staff, physicians and our
community safe. In addition to existing measures to control the outbreak, AHI is implementing
additional measures including:
• Surveillance COVID testing of all inpatients.
• COVID-19 testing for all patients newly admitted to AHI.
• Continued postponement of all non-urgent and procedures.
AHI remains safe to receive care and it is important that our community does not delay seeking care
for any urgent or emergent needs. The protection of patients, staff and physicians remains our top
priority and we are doing everything possible to bring a safe and timely end to this outbreak. “We
want to reassure the public that our precautions, practices, and protocols to address COVID-19 within
the hospital continue to be followed carefully,” states Mike Bastow, AHI/TDMH Interim President and
CEO. “Our goal is to curb transmission within the hospital as well as protecting the health and safety
of our community,” says Bastow.
At this time only necessary visitors for compassionate grounds for AHI. In light of significant
community spread due to the Omicron Variant, TDMH will be allowing Necessary Visitors ONLY
(individuals whose presence is required for Safety, Enabling Care or Compassionate Grounds).
The community can help to ensure the health and safety of all individuals at AHI/TDMH and within
the community by continuing to follow public health guidelines, including staying at home as much as
possible, frequent hand washing, wearing a mask, physical distancing, and not socializing with anyone
outside of your immediate household.
-30-
Media Contact: Mike Bastow, President and CEO
Phone Number: AHI 519-485-1700 ext. 8219; TDMH 519-842-3611 ext. 5316
E-mail: mike.bastow@ahi.ca or mike.bastow@tdmh.on.ca
FINAL
[Type text]
TILLSONBURG DISTRICT MEMORIAL HOSPITAL
167 Rolph St., Tillsonburg, ON N4G 3Y9
Phone: 519-842-3611 Fax: 519-842-6733
www.tillsonburghospital.on.ca
ALEXANDRA HOSPITAL, INGERSOLL
29 Noxon St., Ingersoll, ON N5C 1B8
Phone: 519-485-1732 Fax: 519-485-9606
www.alexandrahospital.on.ca
Media Release
Date: January 6, 2022
Ingersoll/Tillsonburg
COVID-19 – AHI and TDMH Taking Further Action
Ingersoll/Tillsonburg – In an effort to keep our patients, staff, physicians and communities safe,
AHI and TDMH are taking further measures in response to the COVID-19 pandemic, announcing
today the suspension of all elective and non-essential services at both hospitals including
surgeries, out-patient and ambulatory clinics.
Effective Monday, January 10, and until further notice, AHI and TDMH will be suspending all non-
essential hospital based services and programs. The hospitals have started taking steps to
communicate these changes to patients. “Patients affected by this change are being contacted.
We appreciate everyone’s understanding and appreciate the impact this is having. If patients are
uncertain if their appointment is canceled we ask that you contact the hospital,” said Cheryl Pfaff,
Chief Nursing Executive.
The hospitals are responding to the rapidly evolving COVID-19 situation. “The measures we are
announcing today were directed by the Minister of Health and Ontario’s Chief Medical Officer of
Health and are intended to protect healthcare providers, patients and the public, and most
importantly, to manage what we expect may be tremendous demand on the system from spread
of the virus,” said Pfaff.
“The Omicron Variant is unlike anything we have seen before during this pandemic and we must
respond quickly. We recognize the impact this decision may have on our patients and community.
We thank everyone for their understanding and patience as we work through this rapidly
changing situation. Our number one priority is the safety of our patients, staff and physicians as
well as the health of our communities. We appreciate everyone working together as we strive to
flatten the curve,” said Mike Bastow, Interim President and CEO of AHI and TDMH.
Cheryl Pfaff, Chief Nursing Executive said, “We are suspending the outlined services out of an
abundance of caution, and we all look forward to getting back to normal as the pandemic
subsides.”
You should only go to the hospital if your symptoms are severe or a health professional has
advised you to do so.
AHI and TDMH will continue to monitor the spread of COVID-19 and adapt as necessary to provide
a safe environment for our patients, staff, physicians and community.
FINAL
[Type text]
TILLSONBURG DISTRICT MEMORIAL HOSPITAL
167 Rolph St., Tillsonburg, ON N4G 3Y9
Phone: 519-842-3611 Fax: 519-842-6733
www.tillsonburghospital.on.ca
ALEXANDRA HOSPITAL, INGERSOLL
29 Noxon St., Ingersoll, ON N5C 1B8
Phone: 519-485-1732 Fax: 519-485-9606
www.alexandrahospital.on.ca
-30-
Media Contact: Mike Bastow, President and CEO
Phone Number: AHI 519-485-1700 ext. 8219; TDMH 519-842-3611 ext. 5316
E-mail: mike.bastow@ahi.ca or mike.bastow@tdmh.on.ca
[Type text]
TILLSONBURG DISTRICT MEMORIAL HOSPITAL
167 Rolph St., Tillsonburg, ON N4G 3Y9
Phone: 519-842-3611 Fax: 519-842-6733
www.tillsonburghospital.on.ca
ALEXANDRA HOSPITAL, INGERSOLL
29 Noxon St., Ingersoll, ON N5C 1B8
Phone: 519-485-1732 Fax: 519-485-9606
www.alexandrahospital.on.ca
Media Release
Date: January 6, 2022
Ingersoll/Tillsonburg
Alexandra Hospital, Ingersoll Continues COVID Outbreak
(Visitor restrictions in place)
An outbreak of COVID-19 has been declared at Alexandra Hospital, Ingersoll (AHI) on the in-patient
unit. The outbreak was declared Monday, January 3. There are currently nine patients involved in
the outbreak who have tested positive. All patients and families are being notified of this outbreak.
AHI continues to work closely with Southwestern Public Health (SWPH) to implement enhanced
precautions and measures to limit this COVID-19 outbreak to keep our patients, staff, physicians and
our community safe. In addition to existing measures to control the outbreak, AHI is implementing
additional measures including:
No new patients will be admitted to AHI at this time. Patients requiring admission to hospital
will be sent to neighboring hospitals. The Emergency Department remains open.
Surveillance COVID testing of all inpatients.
Surveillance COVID testing of all high risk staff working on the impacted area.
Continued postponement of all non-urgent procedures.
It is important that our community does not delay seeking care for any urgent or emergent needs.
Our Emergency Department remains open. The protection of patients, staff and physicians remains
our top priority and we are doing everything possible to bring a safe and timely end to this outbreak.
At this time only necessary visitors for compassionate grounds for AHI.
The community can help to ensure the health and safety of all individuals at AHI/TDMH and within
the community by continuing to follow public health guidelines, including staying at home as much as
possible, frequent hand washing, wearing a mask, physical distancing, and not socializing with anyone
outside of your immediate household.
-30-
Media Contact: Mike Bastow, Interim President and CEO
Phone Number: AHI 519-485-1700 ext. 8219; TDMH 519-842-3611 ext. 5316
E-mail: mike.bastow@ahi.ca or mike.bastow@tdmh.on.ca
FINAL
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 December 1, 2021
Approved January 5, 2021
The Board of Directors Meeting was held via videoconference, on Wednesday, December 1, 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
Ian Rabbitts Norfolk County
Peter Ypma Township of South-West Oxford
Regrets:
Kristal Chopp Norfolk County
Ken Hewitt Haldimand County
Stewart Patterson Haldimand County
* R. Chambers joined the meeting at 6:40 p.m.
Staff in attendance:
Judy Maxwell, General Manager
Aaron LeDuc, Manager of Corporate Services
Leigh-Anne Mauthe, Interim Manager of Watershed Services
Zachary Cox, Marketing Coordinator
Dana McLachlan, Executive Assistant
1. Welcome and Call to Order
The chair called the meeting to order at 6:30 p.m., Wednesday, December 1, 2021.
2. Additional Agenda Items
There were no additional agenda items.
3. Declaration of Conflicts of Interest
None were declared.
4. Delegations
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 -
a) Mac and Amanda Cook Re: Business Proposal: Watersports Cable Park at
Waterford North Conservation Area
Mr. and Mrs. Cook originally presented a proposal for a watersports cable park at
Waterford North CA in 2016 but the project did not advance. The Cook’s presented an
updated proposal to install a watersports cabling system at Bass Lake at Waterford
North Conservation Area. The request included permission to construct two buildings
on-site, draw electricity from the park, and anchor two towers for the cabling system.
The Cook’s responded to questions from the Board. Rental and hydro fees were not
discussed and the usage projections, for hydro and patronage, were not provided. The
Board requested a report from staff to be presented in the new year.
R. Chambers arrived. No conflict was declared.
A-122/21
Moved by D. Beres
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors receives the deputation from Amanda Cook
regarding a Business Proposal for a Watersports Cable Park at Waterford North
Conservation Area as information.
CARRIED
A-123/21
Moved by P. Ypma
Seconded by J. Scholten
THAT the LPRCA Board of Directors defers decision on the Watersports Cable Park
project until a staff report is presented to the Board.
CARRIED
5. Minutes of the Previous Meeting
a) Board of Directors Meeting November 3, 2021
There were no questions or comments.
A-124/21
Moved by V. Donnell
Seconded by R. Chambers
THAT the minutes of the LPRCA Board of Directors Meeting held November 3, 2021 be
adopted as circulated.
CARRIED
A-125/21
Moved by T. Masschaele
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 -
Seconded by P. Ypma
THAT the minutes of the LPRCA Board of Directors Budget Meeting held November 10,
2021 be adopted as circulated.
CARRIED
6. Business Arising
There was no business arising from the previous minutes
7. Review of Committee Minutes
a) Backus Museum Committee – September 20, 2021
There were no questions or comments.
A-126/21
Moved by J. Scholten
Seconded by D. Beres
THAT the minutes of the Backus Museum Committee’s meeting of September 20, 2021
be approved as circulated.
CARRIED
8. Correspondence
a) Municipality of Bayham – Re: 30-Day Notice to Affected Municipalities – 2022
Draft LPRCA Budget
A-127/21
Moved by I. Rabbitts
Seconded by R. Chambers
THAT the correspondence outlined in the Board of Directors Agenda of December 1,
2021 be received as information.
CARRIED
9. Development Applications
a) Staff Approved applications
Seventeen applications were approved through the General Manager’s delegated
authority in the past month. LPRCA-229/21, LPRCA-234/21, LPRCA-235/21, LPRCA-
236/21, LPRCA-237/21, LPRCA-238/21, LPRCA-239/21, LPRCA-240/21, LPRCA-
241/21, LPRCA-243/21, LPRCA-244/21, LPRCA-245/21, LPRCA-247/21, LPRCA-
248/21, LPRCA-249/21, LPRCA-250/21, and LPRCA-251/21.
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 -
All of the staff-approved applications met the requirements as set out in Section 28 of
the Conservation Authorities Act.
A-128/21
Moved by R. Chambers
Seconded by V. Donnell
THAT the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation
Applications report dated November 23, 2021 as information.
CARRIED
b) New Applications
The Planning Department staff recommended three applications for approval. The
applications consisted of a relocation of a constructed watercourse, a bridge
rehabilitation, and a new vacation home.
A-129/21
Moved by T. Masschaele
Seconded by I. Rabbitts
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-246/21 LPRCA-252/21 LPRCA-254/21
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
10. New Business
a) General Manager’s Report
The General Manager provided an overview of operations this past month.
The interim audit was conducted by MNP staff the last week of November. The auditors
will return the first week of February 2022 to complete the fieldwork.
Funds held in Principal Protected Notes (PPN) within the endowment fund just ended
the fifth year of a seven-year term with a 4% interest payment.
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 -
Staff applied to the federal grant program, Enabling Accessibility Fund, for the
Revitalization Project at the Backus Education Centre and were approved for $96,000.
To date, $192,000 has been raised for the project.
A-130/21
Moved by P. Ypma
Seconded by D. Beres
THAT the LPRCA Board of Directors receives the General Manager’s Report for
November 2021 as information.
CARRIED
b) LPRCA Transition Plan
A Transition Plan, outlining the steps to be taken for inventory programs and services
and entering into agreements with participating municipalities to fund municipally driven
programs, was presented.
The Transition Plan will be circulated to member municipalities and the Ministry of
Environment, Conservation and Parks (MECP) before the December 31, 2021 deadline
as per O. Reg. 687/21. A special meeting for the Board of Directors has been proposed
for Wednesday, February 23, 2022 to review the programs and services. The final
transition is to be completed by January 2024.
A-131/21
Moved by J. Scholten
Seconded by T. Masschaele
THAT the LPRCA Board of Directors receives the LPRCA Transition Plan report as
information.
CARRIED
c) Ecological Surveys of Selected LPRCA Properties
LPRCA contracts a qualified ecologist to survey properties for species at risk and
species of concern on an annual basis. Staff retained the services of Natural Resource
Solutions Inc., as approved by the Board earlier this year, to complete the 2021 surveys
at five LPRCA properties.
Recommendations within the report will be implemented during the marking and timber
harvesting process to ensure that sensitive species are not impacted.
A-132/21
Moved by V. Donnell
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors approves the recommendations contained in the
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 -
report submitted by Natural Resource Solutions Inc. titled “Long Point Region
Conservation Authority Ecological Inventories for Significant Plant Species and
Vegetation Communities at McKonkey, Abbott-Townsend, Blommaert, Collver-
Wintermute, Harris3 Floyd (Block #3) Tracts.
CARRIED
d) Forestry Prescriptions/Operating Plans
Staff prepares prescriptions/operating plans for the forest tracts that will receive some
form of silvicultural treatment. Plans for the Harris Floyd (Block #3), Collver-Wintermute,
and the Blommaert Tracts were presented for approval.
Marking will be completed this fall in preparation for tendering early next year.
A-133/21
Moved by T. Masschaele
Seconded by J. Scholten
THAT hat the LPRCA Board of Directors approves the prescriptions/operating plans for
the Harris Floyd (Block #3) Tract on the 5th Concession of Houghton Township, Collver-
Wintermute Tract on Windham 12th of Windham Township and the Blommaert Tract on
Turkey Point Rd. of Charlotteville Township.
CARRIED
e) 2022 Meeting Schedule
The monthly board meetings continue to be held the first Wednesday of each month
with the following exceptions: No meeting is scheduled for March or August; the Annual
General Meeting will be held March 4th; the 2023 LPRCA Budget meeting is scheduled
for November 9th; and there is a special meeting scheduled for February 23, 2022 to
review the inventory of programs and services provided by LPRCA to be submitted to
MECP by February 28, 2022.
A-134/21
Moved by D. Beres
Seconded by P. Ypma
THAT the LPRCA Board of Directors approves the proposed 2022 meeting schedule as
presented.
CARRIED
f) Committee Appointments
Committees will be appointed at the January 5, 2022 meeting after the Chair and Vice-
Chair elections. Member appointments are required for the Land Acquisition, Lee Brown
Marsh Management, Audit and Finance, and Backus Museum committees.
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 -
A-135/21
Moved by V. Donnell
Seconded by R. Chambers
That the LPRCA Board of Directors receives the 2022 LPRCA Committee Appointments
Report as information.
CARRIED
g) Christmas Season Staff Appreciation
As in the past, senior staff requested approval to present LPRCA staff with a gift card in
appreciation of their work throughout the year and to mark the Christmas season. The
expense was incorporated into the 2021 budget.
A-136/21
Moved by P. Ypma
Seconded by T. Masschaele
THAT the LPRCA Board of Directors authorizes the General Manager to purchase gift
cards for staff in appreciation for their efforts.
CARRIED
11. Closed Session
A-137/21
Moved by I. Rabbitts
Seconded by D. Beres
Litigation or potential litigation, including matters before administrative tribunals
(e.g. Local Planning Appeal Tribunal), affecting the Authority;
CARRIED
The board convened in closed session.
A-138/21
Moved by V. Donnell
Seconded by T. Masschaele
That the LPRCA Board of Directors does now adjourn from the closed session.
CARRIED
The Board approved the closed session minutes of September 1, 2021.
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
- 8 -
Adjournment
The Chair adjourned the meeting at 7:40 p.m.
_______________________________ ________________________________
John Scholten Judy Maxwell
Chair General Manager/Secretary-Treasurer
/dm
Municipality of Bayham Tree Application Program
The Council of the Corporation of the Municipality of Bayham is pleased to announce the continuation of the Bayham Tree Application Program.
The Council of the Corporation of the Municipality of Bayham has budgeted $3,500 for
the Tree Program in 2022.
The Tree Program is application based, utilizing a digital application to track applicants, on a first come first serve basis to a maximum of three (3) trees per Bayham property owner until the funding is utilized or April 3, 2022. Successful applicants will be notified via email in late spring about the success of their application.
Complete and submit Tree Program Application to apply.
Please be advised the program operates as follows:
1. Tree type to be determined by LPRCA subject to availability of native trees.
2. Confirmation of delivery period and a tree planting guide will be provided in the confirmation email in the spring. 3. Delivery will consist of:
a. Tree (approx. 4 ft.)
b. Brush blanket c. Pins
d. Rodent Guard e. 1 stake
4. Application will be contingent upon the Trees being placed wholly on Private
Property within two (2) meters from the private/municipal property line.
5. The location of the tree may be inspected after delivery in April or May and any tree improperly planted may require replanting
6. The Applicant will be responsible for planting and maintenance of the subject
tree(s).
DATED at the Municipality of Bayham this 6th day of January, 2022.
Municipality of Bayham
P.O. Box 160, 56169 Heritage Line
Straffordville, ON, N0J 1Y0 Telephone: 519-866-5521 bayham@bayham.on.ca
From: Jon Culford <jculford@outlook.com>
Sent: January 4, 2022 8:00 PM
To: Consultations; Rainey Weisler; Valerie Donnell; Dan Froese; Susan Chilcott; Ed Ketchabaw
Subject: Enhanced Communication | Action Proposal
Mayor and Members of Bayham Council,
I would like to put forth a 2-part action proposal for consideration as it relates to the municipality to
consider use of technology tools.
Part 1 – An action proposal for the Counsil to setup and use social media tools such as Facebook and/or
Twitter etc. to significantly improve/enhance communication with citizens. Healthy communication with
elected officials and citizens is paramount for our communities to thrive and would also aid in Counsil’s
ability to affect change that is in the spirit of all. While such tools are free, it is acknowledged that there
could be administrative costs within the municipality office to run. However, these tools provide many
efficiencies where it is highly likely time used on other tasks could be reduced and therefore offset this
very moderate investment, quite possibly minimizing the requirement for any increase in headcount.
Part 2 – An action proposal for Counsil to invest in and accelerate the initiative to update the
Municipality of Bayham website to complete in 2022. This site would that leverage current technologies,
be (far) more intuitive for citizens to obtain information they are looking for, potentially offer email
newsletter signup and is AODA compliant.
Thank you in advance for your consideration.
Regards,
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: January 20, 2022
REPORT: CAO-02/22 SUBJECT: PUBLIC COMMENTS RECEIVED – PUBLIC NOTICE PERIOD FOR POTENTIAL
SALE – PARTS 4 AND 5, PLAN 11R-10789 (VIENNA COMMUNITY CENTRE)
BACKGROUND
At its June 17, 2021 meeting, Council received Report CAO-15/21 and passed the following resolution: Moved by: Councillor Froese Seconded by: Councillor Donnell THAT Report CAO-15/21 re Funding Options for Straffordville Community Centre ICIP Grant – Municipal Portion be received for information;
AND THAT Staff be directed to utilize Option 1 in Report CAO-15/21 to fund the Municipal portion of the Straffordville Community Centre project;
AND THAT Council of the Municipality of Bayham deems the Vienna Community Centre surplus to the needs of the Municipality and directs staff to commence disposition under the Municipality’s Sale of Surplus Municipal Lands Policy; AND THAT Staff be directed to draft and issue a Request for Proposal (RFP) for architect service for the Straffordville Community Centre project. At its December 2, 2021 meeting, Council received Confidential Report CAO-52/21 and passed the following resolution: Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Confidential Report CAO-52/21 re Sale or Disposition of Land (Facilities) be received for information; AND THAT the Council of the Corporation of the Municipality of Bayham declares Parts 4 and 5 on Plan 11R-10789, being the Vienna Community Centre and parking lot, subject to potential sale;
AND THAT the Municipality provide twenty-five (25) days’ notice for the submission of public comment on the potential sale. In accordance with the above resolution, a twenty-five-day public notice period was commenced on December 6, 2021, which lapsed at 4:30 p.m. on December 31, 2021. The Notice and information necessary to provide comment was posted on the Municipal website in accordance with the Municipality’s Sale of Surplus Municipal Lands Policy. Notice was also published in the Aylmer Express on December 10, 2021, which is over and above Policy provisions for notice. DISCUSSION
In response to the Notice, as of the closing of the Public Notice Period, over 110 comments were received. These comments are attached to this Report for Council’s receipt and consideration. Also attached once more is the petition, received by Council on August 19, 2021, as a part of the BRATS
delegation to Council. In addition to the provided comments, to-date, Council has also received as follows:
• Correspondence from the BHS
o Received by Council on July 15, 2021.
• Delegation from the BRATS and associated correspondence/petition
o Received by Council on August 19, 2021.
• Correspondence from S. Schlotzhauer o Received by Council on August 19, 2021. Generally, the public comments are not in favour of disposition and would like to see the Vienna
Community Centre (VCC) retained by the Municipality and reopened for public use. A substantial amount of comments appear to have come in via form letter signed by residents of the community.
A number of comments focused on the benefits of retention and reopening of the VCC. This would provide a community space to residents of Vienna to utilize for various local functions and ventures, and would continue to operate as a regular meeting space for the Lions and Swans. As noted in many of the comments received, retention of the VCC would also potentially allow for satellite social services and/or outreach of other services to the community such as:
• Use as a wellness hub;
• Use as a satellite social services hub;
• Use as an emergency/evacuation centre as a part of Bayham’s Emergency Response Plan
(ERP); Staff note that these sorts of functions are often not under the jurisdiction of Bayham and would
require effort on the part of the community and staff to arrange should Council choose to retain the facility as a Municipal asset. Retention of the VCC would come with capital costs for accessibility upgrades as noted in the 2022-2031 Capital Budget. There would also be ongoing, annual operational costs as noted in the 2022-2023 Operating Budget, which would then potentially increase should the facility reopen. As of drafting of this Report, both Budgets have been approved by Bayham Council. Current budget pressures include an estimated $540,000 in accessibility upgrades to the VCC to meet accessibility design requirements, and an approximate $20,000/annum operating loss, based on the 2022 Operating Budget figure. Should the facility reopen however, recent operational data
does note that the VCC operated at approximately a $40,000 loss/annum when open for public rental.
Comments requested that the Municipality seek out grant opportunities to assist with the noted accessibility upgrades. Staff agree that grant opportunities would be required to fund the VCC’s capital needs. Accessibility grants are reasonably common but are by no means guaranteed. If
unsuccessful in this venture, the Municipality would be responsible for the capital costs needed to ensure accessibility. The requirement for fully accessible buildings focuses on public-facing Municipal facilities. It should be noted that should a community group take over ownership and administration of the facility for their use, the accessibility upgrades as noted may not apply. The Municipality’s Asset Management Plan (AMP) focuses on core infrastructure, of which recreational and community centres are not. Over the last eight years and in response to financial pressures stemming from the acquisition of the HMCS Ojibwa debt, Bayham has worked diligently to consolidate and make more efficient use of its non-core, discretionary asset base. This has
included the disposition of the Eden Community Centre, disposition of the former Municipal office, and the consolidation of the Municipal office and Straffordville Community Centre (SCC) by way of grant assistance and community donations. Most recently, Council has opted to move forward with works on the SCC and associated grounds with the assistance of an ICIP Community, Culture and Recreation grant formally received by
Council in June 2021, further seeking to expand a centralized location for community and recreational facility provision in Bayham. A number of comments noted that the Municipality was seeking to sell the VCC to fund expansion of the SCC and voiced concern about this arrangement. Report CAO-15/21 re Funding Options for Straffordville Community Centre ICIP Grant – Municipal Portion, received by Council at the June 17, 2021 meeting, outlined a pair of potential funding options for the Municipal portion of the identified ICIP Community, Culture and Recreation grant. Council at the time opted for Option 1, which included a combination of:
• disposition of non-core assets;
• use of various reserves; and,
• application of any realized 2021 and/or 2022 surplus. At the time, any disposition value of the VCC and value of any 2021 or 2022 surplus (or deficit) was
unknown and noted as To-Be-Determined (TBD). The Treasurer provides regular annual reporting at the second meeting in February. These reports will outline the year-end surplus (or deficit), year-end unaudited reserve and reserve funds, and the Q4 financial report. This information will provide more comprehensive information for Council to
consider. This includes whether any funds from a potential sale of the VCC would be required to fund the Municipal portion of the SCC and/or a review of any reserve accounts for future retention of the VCC. ATTACHMENTS
1. Public Comments, received December 6 – December 31, 2021 2. Petition, received December 21, 2021 RECOMMENDATION 1. THAT Report CAO-02/22 re Public Comments Received – Public Notice Period for Potential Sale – Parts 4 and 5, Plan 11R-10789 (Vienna Community Centre) be received for information. Respectfully submitted by,
__________________________ Thomas Thayer, CMO CAO|Clerk
2
Sent from my iPhone
1
Thomas Thayer
From:Patti Culford
Sent:December 7, 2021 8:25 PM
To:Consultations
Subject:Please do not sell
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
Please do not sell the community center in Vienna Counsel is not reading the petition and not listen to the people that
live in the community.
I live in Vienna do not want the community center to be sold!
Thank you
Patti Culford
Thomas Thayer
From:
Sent:
To:
Subject:
Susanne S
December 7, 2021 5:23 PM
Thomas Thayer
Re: URGENT MATTER Re VCC HVAC replacement
CAUTION: This email originated from outside of the Municipality of Bayham email system.
Please use caution when clicking links or opening attachments unless you recognize the
sender and know the content is safe.
As per om phone conversation earlier today, You are conect Thomas in that the language used is "public comment period".
However, I am not wrong in inte1preting "public comment period" as a public meeting where people can stand up and face council with their concerns. With the SCC, there was a public comment period that included both a period of time to submit written comments or speak to council dming a council meeting, I don't recall if it was a special meeting or just a regular meeting. I think the latter.
This was also the process for the Ojibwa where council discussed and voted right then and there in front of the public with their decision. This should be the process for any significant decisions, especially the closing down of a community hall.
Council needs to see and hear the people they are impacting by their decision and not hide behind in camera sessions. They have not faced the public on this matter and should.
Thanks for yow- call.
Susanne Schlotzhauer
2
2
transportation services. Vienna, being prone to severe flooding, can take refuge in knowing the
community centre is there in cases of emergency and has a large capacity for over 500 people and also
has kitchen facilities with cooking appliances.
We do not want the Vienna Community Centre sold and ask that council seek out the financial means to
keep the community centre open and available to residents.
Sincerely
Rick and Debbie Marlatt
4
Grants offer an exceptional opportunity to rehabilitate our much-loved Vienna Community Centre and
make it available once again to the residents of The Municipality of Bayham especially to those within
walking and driving distance to the community centre since the area lacks reliable affordable public
transportation services. Vienna, being prone to severe flooding, can take refuge in knowing the
community centre is there in cases of emergency and has a large capacity for over 500 people and also
has kitchen facilities with cooking appliances.
We do not want the Vienna Community Centre sold and ask that council seek out the financial means to
keep the community centre open and available to residents.
Randy Heavens
44 Oak St.
Vienna
rheavens@live.ca
2
If you need further information on any of the above points, please let us know and we can provide additional detail.
Questions
1. It has been stated that the VLCC has been deemed surplus property.
i. Do you have a process to deem any property as surplus?
ii. If so was completed followed, and has this been documented?
2. What is the policy on how decisions about surplus property are communicated to the citizens of the
Municipality and/or communities affected?
3. When was the VLCC deemed a surplus and what factors changed it from the Straffordville Community Centre
(SCC) being a surplus property and making it “The Hub” of the municipality?
It is our firm recommendation to Council to postpone the sale of the VLCC until the community is permitted enough
time to develop options to consider.
With open and respectful dialogue in mind, we respectfully request an in person or virtual, 30-minute meeting with
Mayor, Ed Ketchabaw, Clerk, Thomas Thayer including 2 representatives from our committee.
We expect to hear from the Mayor and Members of Council before a decision is made on the potential sale of the VLCC.
Sincerely,
Jon Culford
PH: 519.933.9945
Councillors and Mayor,
As I am sure you are well aware, the functions and Duties of a Councillor are *and I quote
To aggressively represent the concerns of the citizens of the division in a clear, well researched and
articulate manner.
I understand the staff at MOB have a responsibility to be fiscally responsible however it is your duty to
be community responsible.
This property of the VCC was gifted to the Village of Vienna for $1 in 1964 by the Vienna and Bayham
School Board. It is unconscionable that this gift be sold for money to be spent elsewhere as it was sold
to Vienna with the intent that the building and property would stay in the hands of Vienna Village. The
decision to sell the VCC should be reassessed given the outcry by hundreds of Bayham residents and
include the support by many high profile people including the Ombudsman, the MP, MPP, Intergrity
Commisioner, multiple local service group *Lions, Swans, BHS to name but a few. Concern has been
risen by groups that support the marginalized in our area and commitments have been reviewed to
provide satellite space in Vienna for changing needs. All of the above groups have expressed concern
that our area has faced much change in the past 6 years, since 2015. A chance should be given to a
committee of Vienna Citizens to reassess where we can fulfill the needs of the changing times. This is a
decision by staff and council that should allow us/the community more time to develop to better
support a brave new VCC.
One solid proposal is to gift the building to the community to make the necessary upgrades on their/the
community of Vienna's dime. The community has had an outpouring of financial support to keep the
lights on. At which point MOB would not be responsible for the cost. If we cant make a go of the
building, it goes back to MOB.
Paul Ens and Paul Shipway gave concessions to 2015 pleas when another Community Hall was under
the microscope. We understand that this is a different group of people and different times. What
worked as a plan for our halls in 2015 does not fit the times now. With the potential of an Elgin
amalgamation or at least an East Elgin in the future, many government services have expressed a need
for satellite clinics and/ or offices in the most eastern point of Elgin County. There are many important
social services that would make use of our space and address our many needs.
There are special needs in our community for example a high illiteracy rate (highest in Elgin county),
language barriers, one vehicle families that leave women and children vulnerable and at risk during
changing environmental times and our flood planes. These are human rights issue if a safe place like the
VCC is taken away.
I trust you agree with the above concerns and know this deserves more thought and time as our
population grows and demand for services increases.
I am available for conversation always.
Respectfully,
Tami Emerson
2
4
and if we could just have more time, we could have a better understanding of
what we are up against in regard to necessary upgrades and repairs.
I am a life long resident (57 years) of Bayham. I have business, volunteer, board,
and non-profit corporation experience and I am eager to work with others to
create a community centre that is not a financial burden to the Municipality of
Bayham but we will need to be granted more time to prepare a business plan.
I realize the administration is employed to make fiscally responsible
recommendations and it is their education and training coming into play in their
recommendations to deem surplus and sell. However, the administration is not
charged with the task of creating community. Council is elected to do what is best
for the residents. What is best for the residents is a balance between fiscally
responsible and community enhancement.
It is important that the Council not solely take the advisement of the
administration but rather, also consider the advisement of the residents and
community members. It is simply not appropriate to sell community property that
was gifted to the community when there is community interest to keep it.
In my experience, the community will respond to affordable and community
minded initiatives. The music on the creek was well attended, the fireworks on the
beach is well attended, and the Watermelon festival is well attended. These are
free events. These are non denominational events. These are the events that
bring communities together.
Making the facilities only available for a fee and the fee being exorbitant is
preventing the community from using their own facility. The community stops
using the building because the fees are to high, then the administration brings
forth a recommendation that it is a surplus that should be sold because nobody is
using it. It is entirely reasonable to assume that the community would use it, if it
was for community initiatives.
Please reflect on the low cost or free access to facilities, for example consider the
library. There is no fee to enter the library and it is well used. There is no fee to
use the beach washrooms and they are well used. The only buildings that are not
5
well used are those that are charged a fee to use. It is reasonable to assume that if
community events were held at the Vienna Community Centre that were no
charge, that facility would have regular use.
The municipality (staff and council) did not tell the community that we needed to
come up with a plan or we were going to lose it. The power of council to sell
community property is a huge power with huge consequences. I think the sale of
this property is a mistake that cannot be undone.
I know our community can find volunteers and community groups who are willing
and able to raise funds for maintenance and offer non denominational
opportunities for community events to create a safe place for community to
become community.
I am asking that you put this project on the back burner for awhile. I promise you,
Bayham will not lose any money by waiting a bit
Tracey Davies
6926 Richmond Road (Calton)
519-671-6918
7
Laureena and Carl Smith
Sent from Yahoo Mail on Android
2
3
4
5
6
7
Sent from my iPhone
9
Port Burwell infrastructure.
Consistently, grants from the federal and provincial levels of governments are being offered to
municipalities. Newer grants offer recovery due to Covid 19 effects - the Vienna Community
Centre has certainly been a victim to this and has remained closed and unavailable to residents
for over 1.5 years. There are grants that address accessibility that can certainly resolve any
upcoming, needed financial support. The recently developed Bayham capital budget has
identified accessibility expenditures in the 2025 budget. Therefore, that gives the municipality
time to research and apply for grants.
Grants offer an exceptional opportunity to rehabilitate our much-loved Vienna
Community Centre and make it available once again to the residents of The
Municipality of Bayham especially to those within walking and driving distance to the
community centre since the area lacks reliable affordable public transportation
services.
Vienna, being prone to severe flooding, can take refuge in knowing the community
centre is there in cases of emergency and has a large capacity for over 500 people and
also has kitchen facilities with cooking appliances.
We do not want the Vienna Community Centre sold and ask that council seek out the financial
means to keep the community centre open and available for use by local residents.
I strongly agree that Bayham Council members and their Staff are being too quick in
closing and selling the Vienna / Lions Community Centre.
It has been obvious that the Council at the Municipality of Bayham has already made up their
minds to surplus the Vienna Community Centre (also known as Vienna Lions Community
Centre) and sell this facility.
What other community in Bayham has come up with a sale of $220,000, of which nothing
went to that community and cost the Municipality next to nothing?
As well, the Vienna Community Centre is the only building within walking
distance, in case of emergencies, and one of the highest safety places not in
danger of flooding.
In July, 2021, a petition containing a large number of signatures of who want to
save the Vienna Community Centre was presented by a delegation, but was
ignored. To bring awareness, the community will be submitting this list of
signatures again, as well as many more from the supporters.
Lynda Millard
53678 Calton Line
10
RR 6, Aylmer, On N5H 2R5
519-773-8798
1
Thomas Thayer
From:Shirley Burwell
Sent:December 27, 2021 9:23 PM
To:Consultations
Subject:Vienna Community Centre
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
Councillors: I don’t live in Vienna but I have close family that do. I am a resident of Bayham. My daughters wedding
reception and another close friend’s daughter’s wedding reception was held in the Vienna Community Centre. I have
been to many charity functions held there too. I remember when they held self-care and health classes there for new
residents to our neighbourhood. There is so much potential for this building and I’m sure there are grants available to
expand on the possibilities for this building. Once it’s sold, it’s gone. Then the regrets will be too late. New council will
be elected with a whole new idea for Bayham. Someone thought the submarine was a great( expensive )idea. I sure
didn’t and I certainly don’t agree with selling the Vienna Community Centre. A much lower expense than the rusting
sub. Take care about the decisions you make for other people. Sincerely, Shirley Burwell
Sent from my iPad
4
I feel the VLCC has not been advertised to say the least. It has great potential if given the opportunity. I ask Council
to reconsider and to consider what I have suggested in the above. I feel the two Community Centres can survive but
I do feel Council has divided North and South and only Council can make it right again. Listen to the people. Go out
into the community and listen to what the community is asking of you.
Sincerely
Debbie Marlatt
6
-possibly English as a second language classes. Educational or religious groups could use the
building to provide these classes
-the building could be used as a satellite office for environmental groups or police in the area
which our area most definitely lack
-we could look to see is someone is willing to provide basket ball, floor hockey skills or cooking
lessons
-Not only is our area servicing younger families, but we are finding our seniors want to stay in
their out homes, so why not use our community centre as a health Hub. Provide foot care
clinic, Diabetic clinic, possibly work with South Western Public Health and see what they can
offer. Talk with Eglin General Recruiting officer and see if they can provide a Doctor or
Nurse practitioner one or two days a week not only for our seniors but perhaps a well baby clinic,
or mom and tot clinic.
We have to look beyond the typical Community Centre but more as a multi-service centre. I have
worked in Health Care for 35 years, I work offer my services with well baby and breast feeding
and Mom and tots.
I feel the VLCC has not been advertised to say the least. It has great potential is given
the opportunity. I ask Council to reconsider and to consider what I have suggested in the above. I
feel the two Community Centres can survive but I do feel Council has divided North and South and
only Council can make it right again. Listen to the people. Go out into the community and listen
to what the community is asking of you.
Sincerely
Debbie Marlatt
Municipality of Bayham Mayor and Council
Regarding Notice of Proposed Sale of Land
Land will not be the only thing lost if the Vienna Community Centre sold.
The money gained by such a sale would not balance all the losses to the community.
¥ The loss of trust in council as a result of decisions made by past and present council. Although
decisions might have been well intentioned, they resulted in costly consequences to all taxpayers
in the Municipality.
¥ A loss of morale and increased divisiveness between communities due to grant acquisitions and
allocation of funds by council. It appears that council continuously favours Straffordville over
Vienna.
¥ The most recent example is the ICIP grant that would greatly enhance Straffordville at the expense
of Vienna. The application specifically states that, “this applicant is not displacing municipal
spending on community, culture and / or recreational infrastructure”. But in fact, if the grant is
contingent on the sale of the VCC to finance the municipal portion of the extensive renovations in
Straffordville then Vienna loses greatly!
Selling the VCC would only increase the distrust and antagonism between communities.
The VCC reminds us of a time in Vienna’s history when residents and the Vienna Lions pulled
together to build a place where people could gather for significant events without having to travel to
Aylmer, Tillsonburg or Delhi where large halls for various national communities existed.
The Vienna Community Centre is inclusive. All nationalities can gather to celebrate or for
fundraisers or other events. The importance of shared memories with friends and neighbours cannot be
discounted. Vienna was a prosperous, active community and the VCC was a destination for people
from surrounding communities. It can be that destination again!
If the VCC is sold there will be no place for current and future generations to build their memories in
Bayham. They will need to travel outside our municipality for their entertainment, cultural and
recreational needs.
Amalgamation has changed many things… and not necessarily for the better. The hub concept was
created in an attempt to save money. But that means that Straffordville, as that chosen hub became the
focused recipient of all major grants and improvements. Unfortunately as a result, other areas are left
with less to keep them alive and well. Each community and its residents should be able to count on
equal representation and support from council.
The library in Straffordville receives improvements while the library in Vienna was eliminated. The
Community Centre in Straffordville is in a state of continual improvements and enhancements while
the Vienna Community Centre is declared Surplus with the threat of being sold. All this is being done
in the name of progress.
Actual progress would be working together with residents to reimagine the present and future needs of
Bayham. There are enough people in Bayham to support two community centers. I ask Council to
reconsider the possible sale of the VCC.
What harm would there be in delaying the decision to sell until all other options were considered or
until the next election? It could be a referendum issue. How could alternative uses increase financial
gains? What plans could be devised to fill the needs of residents?
If keeping the VCC relies on volunteers managing a municipal building, allow reasonable time for a
committee to form or to work with the Straffordville Hall Foundation to manage the VCC as well as
the SCC. I would be happy to work with them.
If financial considerations are driving the decision to sell, what federal or provincial grants are
offered for the needs of the VCC? Federal and Provincial initiatives encourage revitalization and
repairs to community, cultural and recreational buildings.
Do not take the human element out of the equation! Do not limit your vision of the VCC to the
monetary gain from the sale. That’s short-term gain but a long-term loss for everyone.
Many people who have lived in Vienna for many years shared great memories of how they spent their
youth at the Community Centre. Those people now have different needs.
¥ With an aging population, the community center is the perfect venue for local health units and
medical professionals to provide pop-up clinics for those who need mental or medical help. A full-
time clinic might not be needed in the area but pop-up clinics would be ideal.
¥ Government initiatives focusing on childcare could utilize the building.
¥ Environmental groups or police could set up satellite offices in an area that lacks a police presence.
¥ Educational or religious groups could use the building. There is a need for English as a second
language classes.
¥ It’s a great building for recreational or mentoring activities.
Plus it would be available for celebrations, graduations, fundraising events, entertainment evenings,
cultural events …and many other uses to create great memories for today’s younger generation
Out of courtesy and a sign of respect for Bayham taxpayers and to demonstrate transparency and
fairness by council, I respectfully ask that all public comments regarding the Vienna Community
Centre and the petitions with over 2000 signatures be posted on the agenda for all to see, as they have
been in the past, when such consequential decisions affecting the Municipality have been involved.
Sincerely,
Rose Sofalvi Beuk
16 Elm Street, Vienna, Ontario N0J 1ZO
647 406 7625
3
-Not only is our area servicing younger families, but we are finding our seniors want to stay in their own
homes, so why not use our community centre as a health Hub. Provide foot care clinic, Diabetic clinic,
possibly work with South Western Public Health and see what they can offer. Talk with Elgin General
Recruiting officer and see if they can provide a Doctor or Nurse practitioner one or two days a week not
only for our seniors but perhaps a well baby clinic, or mom and tot clinic.
We have to look beyond the typical Community Centre but more as a multi-service centre. I have
worked in Health Care for 35 years, I would offer my services with well baby and breast feeding and Mom
and tots.
I feel the VLCC has not been advertised to say the least. It has great potential if given the opportunity. I
ask Council to reconsider and to consider what I have suggested in the above. I feel the two Community
Centres can survive but I do feel Council has divided North and South and only Council can make it right
again. Listen to the people. Go out into the community and listen to what the community is asking of
you.
1
Thomas Thayer
From:Mary Ward
Sent:December 29, 2021 5:39 PM
To:Consultations
Subject:Opposition to the sale of Vienna Community Cetre
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
Dear Council,
I am opposed to the sale of Vienna community centre.
Sincerely
Mary Ward
6616 Soper Road
RR#1
Vienna, On
Sent from my iPad
2
Canada, but are primarily international rates. Where are the adults who are supposed to be looking
out for the futures of the children?
Research Should Precede Decisions
Bayham has some history of making major decisions by council and then later doing the research
that should have preceded the decisions. Unintended consequences can often be avoided with
proper planning. Examples - not appreciating the risks of guaranteeing a loan to relocate a
dysfunctional submarine, that belongs to a different entity, or closing a museum so it can be sold
without realizing the building cannot be sold. That was the mistake of commencing the sale of the
Edison Museum without first having a title search to determine if there were any liens or
encumbrances on that property. It seems amazing that the MOB and its retained attorney would
make the same mistake again. That the provincial and federal governments were in a rush to
secretly arrange local grants before the respective elections is not a good excuse for MOB to pretend
it had the available matching funds for the grant. Sometimes the best decision is to say, ‘no thank
you’ when an offer seems too good to be true.
Clearly in this case of the possible sale of the VCC, there is substantial opposition. One might
quibble about whether each person of the many who signed the petition to keep the VCC is a
qualified voter in Bayham, but just as easily one could argue that not every voter knew about or had
the opportunity to sign the petition. Perhaps not all of the signors of the petition fully understood the
issue. Perhaps the municipal councillors did not fully understand the issue. Perhaps Bayham’s staff
did not fully understand the issue. If anyone thought the potential grant was free money, they were
naïve.
In-Camera Meetings
Regarding in-camera municipal council meetings, according to the Ontario Ombudsman, “All
meetings of a council, local board, or committee of either must be open to the public, unless the
subject matter fits within one of the 14 exceptions to that rule, identified in s. 239 of the Municipal Act,
2001. The exceptions should be interpreted narrowly.
Discretionary exceptions:
Twelve of the exceptions are discretionary, meaning it is not mandatory to close meetings to
deal with these subjects. When in doubt, open the meeting.
Meetings may be closed if they are about:
3. A proposed or pending acquisition or disposition of land by the municipality [s.
239(2)(c)]”
When it comes to the disposition of land, there is rarely any justification for non-public meetings. If
municipal land is to be sold, the more potential buyers who know about the possibility, and the
sooner they know, the more likely the municipality will get the best offer.
It could be argued that for the opposite process, in-camera meetings might be appropriate. For
example, if a municipality wants to acquire a property or assemble several properties, that news
could drive up prices before the municipality could act and so an in-camera meeting might be
prudent. However, that is not the case for the potential sale of a municipal asset, such as a
community centre.
Restrictive Covenant
3
There is a restrictive covenant in place regarding any potential ownership transfer of the land of the
VCC.
"To have and to hold unto the said Grantee its heirs and assigns to and for it and their sole
and only use forever. Subject nevertheless to the reservations, limitations, provisos and
conditions expressed in the original grant thereof from the Crown."
The Ontario Conveyancing and Law of Property Act, R.S.O. 1990, in s. 61(1) states that the Superior
Court has the power to remove restrictive covenants from a title. However, the court has ruled in a
precedent setting case that the court should exercise this power sparingly, and generally only
when there is no opposition to the application.
Please Respect the Interests of Bayham Residents
Sometimes one hears the theory that municipalities can solve their funding issues with growth. More
residents and/or businesses mean more tax revenues. However, more residents and businesses
also mean more expenses to provide the increased services. Growth for growth’s sake is very
risky. Community stability and governments that can be trusted are much more likely to be the
foundation for an excellent quality of life. Please retain the Vienna Community Centre.
Bruce Bolin
b.bolin@computer.org
7
8
--
Sent from Gmail Mobile
10
Thomas Thayer
From:Lorrie Cabush
Sent:December 30, 2021 10:46 AM
To:Consultations
Subject:Vienna Community Center
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
To the Bayham Council,
I am writing you in regards to the sale of the Vienna Community Center. I was a resident in the area, having grown up
and benefited from the use of the Community Center. My wedding was hosted there and we held many family reunions
and attended several dances at the Vienna Community Center.
The Vienna Community Center is an invaluable resource to the Community building relationships and is the hub of
community based activities.
I find it very concerning that a Council would choose to sell such a valuable piece of history and culture.
There have been several excellent ideas on the use of the Community Center going forward. A wellness center, a
shelter for relief during times of tragedy, and Community outreach. All of which could be very valuable to the
Community.
My request is that you would seek other revenue opportunities like grants that would be able to support the Center
and bring meaningful activities to the Community.
I do hope you take this suggestion very seriously as it has such a large impact on Vienna and the greater Bayham area.
Respectfully, Lorrie (Valko) Cabush Sent from my iPhone
11
Thomas Thayer
From:Steve and Linda Walsh
Sent:December 30, 2021 10:45 AM
To:Consultations
Subject:Vienna Community Center
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
Good Morning
I have been reading in the newspaper and on the Concerned Citizens of Bayham Facebook page about the proposed
sale of the Vienna Community Centre.
I am not opposed to Council reversing their decision on this matter BUT I am opposed to paying for it.
In my 12 years of living in Bayham I have only been to the Vienna Community Centre once and that was to oppose the
buying of the submarine. That didn’t work out for me and as a result my property taxes increased overnight by $200
annually. A figure that has been growing ever since.
How did I arrive at the $200 figure? After I did my calculations, Mr. Paul Shipley, a man who I have great respect for,
confirmed my findings.
To close, I live in Ward 3. I have lived all over this great Province in places like, Hanover, Mount Forest, Thunder Bay,
Barrie, Geraldton and the Town of Minto before opting to move here.
I have never paid property taxes as high as we do in the Township of Bayham. Council must get our property taxes
under control. If it means selling property, do it. If the good citizens of Ward 1 want to keep the Vienna Community
Centre, let them BUT they must pay for it much like the citizens of Richmond pay for their water.
Thank you for asking for public input.
Steve Walsh
Sent from my iPad
2
Perhaps it would be of benefit to the council to provide the community a year to further develop the
plans for the Vienna Community Centre since this may very well “be a hill that some may die on” in the
next election. Thank you for providing the opportunity to submit this letter of support for keeping the
Vienna Community Centre.
Wendy Carmichael
Sent from Mail for Windows
2
building. I myself have been reaching out to community partners who have been overwhelmingly positive in support,
just hesitant because its on the chopping block. Hence my absolute frustration moving forward. The options are to buy
the building or come up with a business plan- I’m not in a position to do either, nor are the majority of the people that
reside in this area. Particularly when the library and school have been closed (keep em’ stupid).
With cost of living busting at that the seams and mental health at an all time low MP Karen Vecchio said it best when I
was describing the situation- “it feels hopeless”
That’s exactly how this feels…My request is council please not sell the VCC, but work with community members who
want to make a difference and provide direction/opportunity that has similarly been given to the SCC.
Thank you,
Brigette Clark-Carmichael
Sent from Mail for Windows
4
5
--
Sent from Gmail Mobile
8
I strongly urge all members of Council to give much consideration to the impact of how this will impact the communities
you live in, our Municipality and does this continue to promote a divisive and often contentious relationship between
the difference centres within.
Community stability and a (local) government that is trusted is the backbone of a highly collaborative relationship with
citizens and foundation for an excellent quality of life in a place well all are grateful to call home. Please retain the
Vienna Community Centre.
Thank you for your consideration in this very serious matter.
Regards,
Jon Culford
PH: 519.933.9945
9
Thomas Thayer
From:
Sent:December 31, 2021 11:06 AM
To:Consultations
Subject:VCC/VLCC
CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when
clicking links or opening attachments unless you recognize the sender and know the content is safe.
As a taxpayer, voter and a resident of Bayham, specifically Vienna, the Vienna Hall serves a very distinct purpose to our
community.
The argument that it loses money is moot as over the years the SH has lost significantly more?
Using the funds from the sale of the VCC/VLCC and other additional reserves to pay for a kitchen in the SH is a huge slap
in the face to all the groups and organizations that have put their own time, skills and efforts into making the hall a
great part of the social fabric, unification and for the safety of the community of Vienna!
Of what benefit will putting a new expensive kitchen into the SHall bring to the community of Bayham and how will it
help unify the community?
So if you decide to go forward with this ridiculous, thoughtless and insulting venture, count me out as my personal
support for any events a the SH will be boycotted and I will encourage others in my community to do likewise!
You, the members of OUR council were elected to react to the people you represent and to do what the voters and
residents pay for in their taxes so..do the RIGHT thing and support the needs of the entire community and not that of
any specific town or location!
The VCC was gifted to the municipality of Bayham for $1 for the sole purpose of providing Vienna and Those Sof45..with
a local community facility and safe haven in case of flooding and for a social meeting place for its residents! It has been
upgrading and maintained and made even more useful to the community by the efforts of The Vienna Lions and
Lionesses and now, you want to reap the efforts and value to spend multiple hundreds of 100s of $$ in another
community, not easily accessible to all the residents South of Hwy 45?
The VCC/VLCC has served the community of Vienna well and for many years and multiple social and communal events.
What a horrible insult to the community at large!
The process that the MOB has used to just move forward with the sale has so badly been communicated to the
residents. There should have been a referendum before moving forward and NO EFFORT to move forward by actually
starting the process of preparing it for sale should have even been started without proper communications and input
from the residents and voters! It almost seemed a clandestine effort to NOT ADVISE the residents and those who you
are supposed to represent! The Notice To Sell didn’t even include the information on the building, only the land it
occupies! Is that either an effort to try and fool the residents or to make sure you just sell it fast and quietly even if done
below it’s true market value?
You can obviously see the community in Vienna’s response to the news of the sale. It has once again invigorated our
community to action and unified the efforts of its citizens! Never underestimate the efforts that will be made to
contribute to the further success and use of the VCC!
Shame on you all!
60Dec 31/21 (5 pages total) To Council and CAO The Vienna Community Centre is nearly 60 years old - starting with a gift of land in 1964 for $1.00 and subsequent building of the structure right after that. The intention of this gift was to build a community centre. A centre was erected for the purpose of celebrations, recreation, plays, ceremonies and fundraisers for the community. The language in the agreement and deed seems very restrictive to it’s intended use: “their sole and only use forever” . Therefore, restrictive covenants that should have been registered on title would still be in place. It could be subject to some legal challenges requiring investigation. A centre that the Reeve donated his yearly salary and the Lions organization contributed greatly to its success. Fundraisers where Bayham residents participated, therefore, adding to the success of the revenue stream for the centre. The reserve fund for this site was approximately $90,000 was 2021. A building that taxpayers have been funding for nearly 60 years. A community centre situated on over 4 acres of beautiful parkland that can be developed into other recreational facilities in the heart of the village. (ie. walking track, basketball court) A population based on 2016 of 773 in Vienna, 1,000 in Port Burwell according to Elgin Tourism and over 115,000 tourists that attend the Port Burwell Provincial Park plus thousands visiting East Beach & countless migrant workers – both villages within close distance to the Vienna Community Centre. This influx of people can attend events at the Vienna Community Centre that could offer seasonal activities for tourists that would also help the local economy. A community centre that can provide emergency evacuation shelter in an area prone to flooding by Big Otter Creek with increasingly, unpredictable weather due to global warming. It is within walking distance for many people in Vienna - elevated much higher than the Big Otter Creek. In the case of Emergency Preparedness, it is best practice to have two centres especially when the population of Bayham is nearly 8000 - third largest in Elgin County. It is also diligent to establish safety measures in a location where they are needed. A village that is fully serviced with water and sewers in a growing community. Being on municipal water, any potential fire calls or emergencies can be addressed with an immediate water source. A vacant land inventory that presents opportunities for future housing developments in Vienna. A community centre to be re-built would be far more expensive than the current re-sale value. A building that was declared to be the most structurally sound in the 2015 Facility Audit - there have been no studies since to dispute that claim.
A building that council and CAO applied for a Canada 150 Grant (CIP) in 2015 with the VCC as the #1 priority based on the facility audit and public input on a presentation of 6 options. It was also decided to apply for a grant for SCC as priority #2. The 2015 grant application for VCC created for funding of $1,000,000 when the threshold for the grant was $500,000 for the area - hence the grant application was 'rejected' due to the over-stating of the funding. It is unclear why an application in the amount of $1,000,000 was applied for. SCC had already been declared surplus at this point and under a do not occupy order but council directed the application for a $250,000 grant . This SCC grant application was accepted since VCC's application was rejected as a result of an error in the application. Upon learning of the Canada 150 grant award for SCC, the $50,000 awarded grant that would help get VCC up to code with regards to accessibility was returned to the government resulting in the direction of council to do only dock repairs at the VCC. The VCC, since 2015, that has had no major work done to it that I'm aware of until 2021. A building that no infrastructure / accessibility grants have been applied for to address the current accessibility issues or nor have covid 19- resiliency grants been accessed to get it up and running. A building that was heated with a premium heating system – a geo-thermal furnace that kept operational heating costs to a minimum and a reduced carbon footprint. Instead of replacing the geo-thermal furnace with a similar model, it was changed over to a fossil fuel type - gas furnace at a cost of about $50,000 using most of the approximate $90,000 VCC reserve fund in 2021 . It is felt the main driver of this decision being to separate building from parkland in order to sell the building. We felt this to be a premature decision considering the public comment period hadn't commenced, BRATs requested the current heating system remain and over 2000 people who signed a petition in July was presented during a delegation. It was also suggested that the sale of the VCC be presented at a referendum at the time of municipal elections. The geo-thermal lines remain in the ground and could be changed back the original type of system. A community centre that has fee waivers (reduced rates) and has been kept closed since March 2020 - although all other centres in Elgin have opened (except SCC). The Vienna facility manager that was let go. Fee waivers need to be looked at to increase revenue if it being identified as a detriment to it’s fate. A website that is out-dated that still uses micro-fiche. A municipality that has no social media sites (especially facebook) while every other municipality in Elgin has social media to disseminate important information. A website that offers no opportunity to sign up for newsletters to keep apprised of relevant information. Meanwhile, it is confusing that council is claiming that rentals at the VCC have decreased. It is clear existing methods of communication and marketing needs to be improved. Public engagement needs improvement
A land surplus policy that only has to publish surplus property and public comment periods on the "website" vs doing mail-outs to ratepayers in the municipality ( many speaking German , many not accessing the internet) . This is further contributing to a lack of transparency and lack of communication - people are simply NOT aware of what's going on with the potential loss of the Vienna Community Centre or important issues occurring in Bayham. Operating LOSSES for SCC from 2016 to 2020 was $39,000 to $79,000 per year. If the Straffordville Hall Foundation in-kind services had a value, it would have an increased cost of another $20,000 to $25,000 per year. VCC operating costs appeared less and these costs included a municipal facility manager. A marketing plan to advertise the community centre availability could increase revenue lessening deficits even further. Community centres are not meant to be money-makers – they are amenities that should be available for the taxpayers that help to pay for them. A municipal facility manager could handle both facilities. All other Elgin community centres/ arenas are handled by hired municipal staff since they are assets of the municipality. A delegation process that disallows and is discouraging by its own verbiage/ interpretation being that only 1 delegation per topic can be presented in a 6-month period. This is contrary to policy interpretations in 2015 that allowed 3 delegations in 5 weeks on the same topic of the SCC. Therefore, 2 out of 3 delegations in 2021 were turned down to discuss the VCC after it was declared surplus. Therefore, ideas/comments/suggestions could not be presented prior to the Dec 31/21 end date. This, amongst other decisions on this matter, is contrary to Bayham's principles of community engagement (shown below) . An ongoing pandemic is creating more need than ever to provide the community with a building that can remain a community centre but also could offer ie. health care services, officer satellite office space, an internet cafe, child care, educational courses, recreational services. The community needs a meeting/activity/recreation centre and a close emergency / evacuation centre for the well- being , mental health, safety of residents - which aligns with the “ Community Safety and Well Being plan CSWB“ initiative . Maintaining a local community centre within Vienna will help people with unity and inclusiveness. It is a valued resource to sustain and grow our community. Improving the website, creating social media avenues, changing policies would help in keeping the community up to date and will increase the opportunities to market the Vienna Community Centre to be more frequently used. The 2021 funding strategy that council chose to come up with the over $500,000 needed for the municipal share of the ICIP grant for Straffordville (from 2019) was to sell the Vienna Community Centre. This came as a shock to many and only discovered when it was published in the Aylmer Express in the summer of 2021. People felt blindsided and betrayed. Many ‘in camera’ meeting that followed regarding the VCC bringing even less transparency to the residents. Whether the ‘in camera’ sessions were warranted according to Section 239 of the Municipal act – is another question.
Per the 2019 Bayham Operating plan: The continued development and revitalization of the Municipality’s urban areas, notably Straffordville, Vienna and Port Burwell is also of strategic importance. Vienna is NOT considered to be a hamlet but seems to be treated that way in relation to the proposed elimination of their community centre. There is tremendous support to keep the Vienna Community Centre. Please apply for the grants being offered (Ontario Trillium, Covid 19 resiliency, infrastructure, accessibility/mobility) under various streams that can address any outstanding building issues. Many grants have been accessed for many other initiatives.
Recent Example of grants Bayham has received under the Ontario trillium foundation grant stream- Bayham receiving nearly $1,000,000 in 2021 ($341,523) and in 2022 ($652,519) - the program directed to grants for rural Elgin. https://www.jeffyurekmpp.com/jeff_yurek_mpp_announces_infrastructure_funding_for_rural_elgin_middlesex_municipalities?fbclid=IwAR35ZnnFdggbZ_XOkDwfy7mk3--ylwugkP4X7NVuJ3wS1gbjfsa2hDDmFL0 The populations are growing in all our small villages and each wish to retain their own uniqueness and amenities. Shared management of both community centres should be the responsibility of the municipal staff . Fundraising via established community groups can still be a viable option to help generate revenues. There were over 2000 people that signed a petition in the summer of 2021 opposing the sale of the VCC. Amongst the activities to save the VCC, there was a team of residents going door to door for countless hours collecting signatures and notifying them of council’s decision to surplus the VCC. This came to a shock to many. It’s not right that news like this should be coming from a few residents knocking on doors. It is the municipality’s responsible to ensure effective communication is in place. The signatures captured on the petition represented a larger number than what voted at the last municipal election. This is the last and only municipal building that Vienna has available and we'd like to retain it for the benefit and needs of our communities. We are one municipality not one village.
With a dedicated property management person to mange the facility, improve website/social media to market the facility, accessing of grants, incorporate new services into the building, improve communication within the municipality and fundraising opportunities by local organizations, they can make the VCC viable . This will help create the availability & quality of services that we deserve and enrich Bayham Municipality and Elgin County. Please do not sell the Vienna Community Centre. Continue to Page 5
• Elgin County Mission Statement:
“The County of Elgin strives to provide a safe, pleasant community for all citizens through a variety of
services designed to promote quality of life and our rich historical and agricultural heritage.”
• The Bayham OP plan updated in 2019 states in section 1.1:
The continued development and revitalization of the Municipality’s urban areas, notably Straffordville, Vienna and Port
Burwell is also of strategic importance. These areas are characterized as villages in the Official Plan, and consist of
concentrated urban uses, particularly residential, local commercial and tourist commercial types of development.
These villages will become either fully or partially serviced with municipal sewers and piped water during the planning
period. Most of the future non-farm development in the municipality should therefore be focused on Straffordville,
Vienna and Port Burwell. Some additional urban types of development will also be established and maintained in
suburban areas and in the hamlets
• Principles of Community Engagement:
Inclusive: The Municipality encourages participation by those who will be affected by a decision. The
Municipality builds relationships with stakeholders by using a range of tools to engage varied audiences.
Early Involvement: The Municipality involves the public as early as possible in the community engagement
process so stakeholders have time to learn about the issue and actively participate.
Access to Decision Making: The Municipality designs processes that will give participants the opportunity to
influence decisions.
Coordinated Approach: The Municipality coordinates community engagement activities to use community
and Municipal resources effectively.
Transparent and Accountable: The Municipality designs processes that are open and clear. Stakeholders
will understand their role, the level of engagement and the outcome of the process.
Open and Timely Communication: The Municipality provides information that is timely, accurate, objective,
easily understood, accessible, and balanced.
L
Mutual Trust and Respect: The Municipality engages the community in a fair and respectful way that fosters
understanding between diverse views, values, and interests.
Evaluation and Continuous Improvement: The Municipality commits resources to evaluating engagement
processes to ensure engagement activities are effective.
Equitable Engagement Process: The Municipality designs engagement processes that allow all community
members a reasonable opportunity to contribute and to develop a balanced perspective. https://www.bayham.on.ca/pages/principles-of-community-engagement
Thank you for reading my comments.
Laura Edwards
Comments Paul Wood – Dec 31, 2021
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2022-006 A BY-LAW TO FURTHER AMEND BY-LAW No. 2018-007, BEING BY-LAW TO APPOINT MUNICIPAL OFFICERS AND EMPLOYEES FOR THE MUNICIPALITY OF BAYHAM WHEREAS pursuant to the Municipal Act, 2001, S.O. 2001 c.25, as amended, municipalities may
appoint officers and employees as may be necessary for the purposes of the Corporation; WHEREAS the Council of the Municipality of Bayham did on January 4, 2018 pass By-law No 2018-007 appointing officers and employees; WHEREAS the Council of the Municipality of Bayham did by By-Law No. 2020-068, By-Law No. 2020-087, By-law No. 2021-010 and By-law No. 2021-044 amend By-law No. 2018-007; WHEREAS Section 228(2) of the Municipal Act states a municipality may appoint Deputy Clerks who have all the powers and duties of the Clerk under this and any other Act; AND WHEREAS, the Council of the Municipality of Bayham deems it necessary and expedient to further amend By-law No. 2018-007, being a by-law to appoint municipal officers and employees for the purposes of the Municipality of Bayham.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT Section 3 of By-law No. 2018-007, as amended, be further amended by inserting the following: Deputy Clerk Meagan Elliott 2. THAT in all other respects By-law No. 2018-007, as amended, is hereby confirmed and remains unchanged. 3. THAT this by-law shall come into force and take effect on the 10th day of January, 2022. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED this 20th day of January 2022.
______________________________ _____________________________ MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2022-007 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD JANUARY 20, 2022 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 January 20, 2022 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 January, 2022.
____________________________ _____________________________ MAYOR CLERK