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Home My WebLink AboutFebruary 16, 2023 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, February 16, 2023 7:00 p.m. The February 16, 2023 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT_: DEPUTY MAYOR COUNCILLORS ABSENT: MAYOR STAFF PRESENT: CAOICLERK DEPUTY CLERK TREASURER 1. CALL TO ORDER RAINEY WEISLER TIMOTHY EMERSON DANFROESE SUSAN CHILCOTT ED KETCHABAW THOMAS THAYER MEAGAN ELLIOTT LORNE JAMES Deputy Mayor Weisler called the meeting to order at 7:00 p.m 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 13.1.1 G Obituary for Suzanna Janette Dieleman 13.2 G Report TR-06/23 by Lorne James, Treasurer re 2022 Q4 Variance Report 13.2 H Report TR-07/23 by Lorne James, Treasurer re 2022 Surplus Allocation 13.21 Report TR-08/23 by Lorne James, Treasurer re 2023 Fiscal Outlook Report 13.2 J Report CL-02/23 by Meagan Elliott, Deputy Clerk re 2023 Municipal Assistance 4. ANNOUNCEMENTS Councillor Chilcott announced that this Friday, February 17, 2023 the Strafordville Hall Foundation (SHF) is holding a Family Dance in the Straffordville Community Centre beginning at 7pm. Councillor Chilcott also announced that the local Church group is hosting a Movie Night in the Straffordville Community Centre on Sunday, February 19, 2023 beginning at 5pm. Council Minutes February 16, 2023 CAO Thomas Thayer reminded residents that this Monday, February 20, 2023 is Family Day and the office will be closed. 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Council Meeting held February 2, 2023 Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the minutes from the Regular Council Meeting held February 2, 2023 be approved as presented. CARRIED 8. MOTIONS AND NOTICE OF MOTION 9. OPEN FORUM 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council 11. PHYSICAL SERVICES — EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report BL-01/23 by Harry Baranik, Fire Chief/By-Law Enforcement re New Dog Regulation By -Law Moved by: Concillor Emerson Seconded by: Councillor Chilcott THAT Report BL-01/23 re New Dog Regulation By-law be received for information; AND THAT By-law No. 2023-011, be referred back to staff to consider revisions to Section 5 regarding Kennels, types, and applications. CARRIED 2 Council Minutes 12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Passing of Zoning By-law Amendment — Latimer Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT item 12.1.1 Abe received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Ontario Provincial Police re Tragic Event in Memphis, Tennessee February 16, 2023 B. Office of Minister Responsible for Emergency re Provincial Emergency Management Strategy and Action Plan C. City of Brantford re VIA Rail Cancellations D. Municipality of West Elgin re Request to Review By -Law EC-1 Parking By -Law E. LPRCA re Board of Director Meeting Minutes of January 11, 2023 F. Elgin County re What's New in Elgin February 2023 G. Obituary for Suzanna Janette Dieleman Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT items 13.1.1 A — G be received for information. CARRIED 13.1.2 Requiring Action A. Otter Valley Naturalists re The Mayor's Monarch Pledge Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the correspondence from the Otter Valley Naturalists re The Mayor's Monarch Pledge be received for information; Council Minutes February 16, 2023 AND THAT Council refer the recommendations in the correspondence received from the Otter Valley Naturalists to staff for further consideration within operations. CARRIED 13.2 Reports to Council A. Report TR-03/23 by Lorne James, Treasurer re 2022 Public Sector Salary Disclosure Act (PSSDA) Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report TR-03/23 re 2022 Public Sector Salary Disclosure Act (PSSDA) be received for information CARRIED B. Report TR-04/23 by Lorne James, Treasurer re 2022 Investment Report Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report TR-04/23 re 2022 Investment Report be received for information. CARRIED C. Report TR-05/23 by Lorne James, Treasurer re 2022 Council Remuneration and Expenses Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report TR-05/23 re 2022 Council Remuneration and Expenses be received for information. CARRIED D. Report CL-01/23 by Meagan Elliott, Deputy Clerk re Committee Policy and Committee Terms of Reference Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report CL-01/23 re Committee Policy and Terms of Reference be received for information; AND THAT the establishing by-laws for the: • Joint Cemetery Board • Museum Advisory Committee Council Minutes February 16, 2023 • Waterfront Advisory Committee and an Advisory Board and Committee Policy be brought forward for Council's consideration; AND THAT the remuneration for the Property Standards Committee Members is $100/Meeting; AND THAT staff be directed to advertise a call for applications to Committees of Council. o E. Report CAO-12/23 by Thomas Thayer, CAOIClerk re Strategic Plan Update —Review of Proposed Initiatives Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report CAO-12/23 re Strategic Plan Update — Review of Proposed Initiatives be received for information; AND THAT Council approves the draft Strategic Directions, Goals, Objectives, and Proposed Initiatives for the 2023-2026 Strategic Plan; AND THAT the 2023-2026 Strategic Plan be brought before Council for consideration. CARRIED F. Report CAO-13/23 by Thomas Thayer, CAOICIerk re Recruitment Committee —Director of Development Services — Shared with Township of Malahide Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-13/23 re Recruitment Committee — Director of Development Services — Shared with Township of Malahide be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham accepts the offer from the Township of Malahide and appoints the CAOICIerk, Mayor, and Deputy Mayor to the Recruitment Committee for the Director of Development Services position. CARRIED G. Report TR-06/23 by Lorne James, Treasurer re 2022 Q4 Variance Report Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Staff Report TR-06/23 re 2022 Q4 Variance Report be received for information. CARRIED Council Minutes February 16, 2023 H. Report TR-07/23 by Lorne James, Treasurer re 2022 Surplus Allocation Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Staff Report TR-07/23 re 2022 Surplus Allocation be received for information; AND THAT Council confirm the 2022 Surplus Transfer Report attached hereto as Appendix `A'; AND THAT Council confirm the 2022 Revised Reserves, Reverse Funds, and Deferred Revenue Report attached hereto as Appendix `B'; AND THAT Council direct staff to bring forward a Surplus of Assets report for all departments of the Municipality. CARRIED Report TR-08/23 by Lorne James, Treasurer re 2023 Fiscal Outlook Report Moved by: Councillor Chilcott Seconded by. Councillor Froese THAT Staff Report TR-08/23 re 2023 Fiscal Outlook Report be received for information; AND THAT Council direct staff to invest $500,000 for Municipality of Bayham and $10,000 for the Straffordville Cemetery into a 1-year GIC with Royal Bank of Canada. CARRIED Report CL-02/23 by Meagan Elliott, Deputy Clerk re 2023 Municipal Assistance Moved by: Councillor Emerson Seconded by. Councillor Chilcott THAT Report CL-02/23 re 2023 Municipal Assistance be received for information; AND THAT staff be directed to report to Council with a draft Special Event Request Policy for consideration in Q3 2023; AND THAT staff be directed to purchase 20 cones for event purposes from the Municipal Assistance budget; AND THAT staff be directed to provide the Straffordville Community Committee and the Bayham Historical Society with $2000 each to be used for their respective 2023 events; AND THAT staff be directed to provide the Port Burwell Historical Society with $300 to be used for washrooms for the 2023 Celebrate Canada event; AND THAT all noted facility and road closure requests included in the 2023 event Council Minutes February 16, 2023 submissions be approved, subject to provision of liability insurance certificate in the minimum amount of $2,000,000.00 naming the Municipality of Bayham as additional insured; AND THAT events requesting materials be provided 20 tables, 20 garbage cans with bags, and 10 safety cones for event use with a deposit of $10/per item to be provided to the Municipality prior to the event; AND THAT staff be directed to conduct lawn and facility maintenance as necessary prior to the events, - AND THAT the requests for a staff presence for road closure purposes be approved with the ability to utilize the OPP as a backup and, if utilized, compensate from the Municipal Assistance budget; AND THAT staff be directed to advise external agencies of the approved events and obtain County approval for use of County roads for noted closures; AND THAT staff be directed to further coordinate details of the events with the event contacts; AND THAT event organizers are responsible for the clean-up and care of the municipal facilities and materials; AND THAT the Municipality of Bayham reserves the right to revoke said approvals at any time for any reason and approved timelines may be adjusted for the use of certain facilities or materials should they become unavailable due to construction or unforeseen circumstances. CARRIED 14. BY-LAWS A. By-law No. 2023-009 Being a by-law to amend by-law 2022-011 being a by-law to appoint Municipal Officers and Employees for the Municipality of Bayham B. By-law No. 2023-010 Being a by-law to authorize the execution of a transfer of lands and declare lands in the Municipality of Bayham as part of the open public highway system (Clarke Road) C. By-law No. 2023-011 Being a by-law to provide for the regulation, restriction and prohibition of the keeping and the running at large of dogs in the Municipality of Bayham (not considered) D. By-law No. 2023-012 Being a by-law to establish an advisory board and committee policy E. By-law No. 2023-013 Being a by-law to establish a museum advisory committee F. By-law No. 2023-014 Being a by-law to establish a waterfront advisory committee Council Minutes February 16, 2023 G. By-law No. 2023-015 Being a by-law to establish a joint cemetery board Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT By-law Nos. 2023-009, 2023-010, 2023-012, 2023-013, 2023-014 and 2023-015 be read a first, second and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2023-016 Being a by-law to confirm all actions of Council Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Confirming By-law No. 2023-016 be read a first, second and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 8:37 p.m. CARRIED MAYOR