HomeMy WebLinkAboutJune 16, 2022 - Council - Addendum 2THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING ADDENDUM
MUNICIPAL OFFICE
Thursday, June 16, 2022
13.2 E. Report CAO-30/22 by Thomas Thayer, CAO|Clerk re Updated Agreement for Building
Services Support – Hillenaar
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: June 16, 2022
REPORT: CAO-30/22 SUBJECT: UPDATED AGREEMENT FOR BUILDING SERVICES SUPPORT - HILLENAAR
BACKGROUND
The Municipality of Bayham employees a Chief Building Official (CBO) as the sole employee in
the Municipality’s Building Services department. The CBO oversees general administration of
building services for the Municipality, including plans review and inspections under the Ontario
Building Code.
At its March 3, 2022 meeting, Council received Report CAO-05/22 re Agreement for Building
Services Support and passed the following motion:
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report CAO-05/22 re Agreement for Building Services Support be received
for information;
AND THAT Council authorize an Agreement between the Municipality of Bayham
and Hillenaar Consulting Inc. for the provision of building services for the
Municipality of Bayham;
AND THAT Paul Hillenaar be appointed as Chief Building Official for the
Municipality of Bayham, effective April 1, 2022;
AND THAT Steve Adams be appointed as Drainage Superintendent for the
Municipality of Bayham, effective April 1, 2022;
AND THAT the appropriate by-laws be brought forward for Council’s consideration.
In accordance, Council adopted By-law No. 2022-021 to adopt Paul Hillenaar as CBO for the
Municipality of Bayham, and By-law No. 2022-020 to enter into an Agreement for Building
Services Support.
The Agreement notes a four-month term from April 1, 2022 until August 1, 2022, where both
parties may agree to either extend the Agreement on the agreed-upon terms or revise said
Agreement, with the proposed changes presented to Council for consideration.
DISCUSSION
The Municipality is legislated to have an appointed CBO and the arrangement with Hillenaar is
consistent with the inspection timing requirements. Per By-law No. 2022-020, the Municipality
receives contracted building plans reviews and building and septic inspection services support
from Hillenaar Consulting Inc. (Paul Hillenaar) three days/week (Monday, Tuesday, and
Thursday).
Hillenaar invoices the Municipality an hourly rate and mileage rate as follows:
Hourly Mileage (per km)
Hillenaar Consulting Inc. $75 0.55
Through discussions with Hillenaar and in light of continued general inflationary pressures,
including those to fuel, an amendment to the mileage rate is being proposed as follows:
Hourly Mileage (per km)
Hillenaar Consulting Inc. $75 0.64
The additional $0.09/km in mileage has been discussed and approved by the Treasurer and
translates into an extra $200/month in mileage.
All other terms are proposed to remain the same as the existing Agreement, with a five-month
term of August 1, 2022 to December 31, 2022.
Given the nature of the above request, the requirement for the Municipality to have a CBO
appointed, and the ongoing investigation between Malahide and Bayham regarding a joint-
service solution for Building/By-law/Planning services, Staff recommend entering into an
Agreement with Hillenaar Consulting Inc. to provide Building Services support to the
Municipality.
Should Council be amenable to the recommendation, the appropriate By-law for the Agreement
be brought forward to the July 21, 2022 meeting.
RECOMMENDATION
1. THAT Report CAO-05/22 re Updated Agreement for Building Services Support –
Hillenaar be received for information;
2. AND THAT the Council authorize an Agreement between the Municipality of Bayham
and Hillenaar Consulting Inc. for the provision of building services for the Municipality of
Bayham;
3. AND THAT the appropriate by-law be brought forward for Council’s consideration.
Respectfully Submitted by:
Thomas Thayer, CMO
CAO|Clerk