HomeMy WebLinkAboutMay 18, 2023 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers — HYBRID
Thursday, May 18, 2023
7:00 p.m.
The May 18, 2023 Council Meeting was held using hybrid technologies via Zoom and
livestreamed on YouTube.
PRESENT:
MAYOR
DEPUTY MAYOR
COUNCILLORS
STAFF PRESENT:
CAOICLERK
DEPUTY CLERK
TREASURER
PLANNING COORDINATORIDEPUTY CLERK
MANAGER OF PUBLIC WORKS1
DRAINAGE SUPERINTENDENT
FIRE CHIEFIBY-LAW ENFORCEMENT OFFICER
I_ CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 7:00 p.m.
ED KETCHABAW
RAINEY WEISLER
TIMOTHY EMERSON
DANFROESE
SUSAN CHILCOTT
THOMAS THAYER
MEAGAN ELLIOTT
LORNE JAMES
MARGARET UNDERHILL
STEVE ADAMS
HARRY BARANIK
DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
13.2 B CAO-33/23 by Thomas Thayer, CAOICIerk re Rogers Communication Tower —
Straffordville Fire Hall, 55764 Third Street
13.2 C CAO-34/23 by Thomas Thayer, CAOICIerk re Agreement — Promotion and
Education Materials for Blue Box Transition — Circular Materials Ontario
14. F By-law No. 2023-044 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Circular Materials
Ontario for the promotion and education of blue box material and related services
Council Minutes
4. ANNOUNCEMENTS
May 18, 2023
Deputy Mayor Weisler announced a pancake breakfast at the Port Burwell Fire Hall on
Sunday, May 21, 2023 from 8 am until noon
Deputy Mayor Weisler announced that the EarlyON is hosting a playgroup for ages 0-6 at
the Vienna Community Centre on Tuesdays starting at 9:30 am.
Mayor Ketchabaw announced that the Vienna Lodge Family Breakfast is also this Sunday
from 8 am to 1 pm with eggs any style and homemade biscuits.
Mayor Ketchabaw announced that the last trial bulk garbage pick-up is May 29, 2023 with a
registration deadline of May 23, 2023.
CAO Thayer announced that the Municipal Office will be closed on Monday, May 22, 2023
in observation of Victoria Day.
5. PRESENTATIONS
A. Inspector Mark Loucas re 2022 Elgin County OPP Year End Report
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT the presentation from Mark Loucas re 2022 Elgin County OPP Year End Report be
received for information.
CARRIED
B. Tracy Kanellis and Carolyn Krahn re Elgin Group Police Services Board Update 2023
Moved by: Councillor Emerson
Seconded by: Deputy Mayor Weisler
THAT the presentation from Trudy Kanellis and Carolyn Krahn re Elgin Group Police
Services Board Update 2023 be received for information.
CARRIED
C. Rob Foster, Graham Scott Enns re 2022 Consolidated Financial Statements
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT the presentation from Rob Foster, Graham Scott Enns re 2022 Consolidated
Financial Statements be received for information;
AND THAT the 2022 Financial Statements be approved as presented;
Council Minutes
AND THAT the Chair be directed to sign the audit finding letters
CARRIED
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Special Council Meeting held May 4, 2023
B. Regular Council Meeting held May 4, 2023
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
May 18, 2023
THAT the minutes of the Regular and Special Council Meeting held May 4, 2023 be
approved as presented.
8. MOTIONS AND NOTICE OF MOTION
A. Councillor Chilcott re Hanging Baskets Sponsorship Program
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
WHEREAS the Municipality of West Elgin offers a Hanging Basket Sponsorship Program to
help beautify their community;
AND WHEREAS the program offers residents the option to sponsor a hanging basket with
a plaque for a sponsorship fee;
AND WHEREAS Bayham currently offers a program for Bench Sponsorship;
AND WHEREAS a similar program for hanging baskets could be of interest to residents of
Bayham;
NOW THEREFORE BE IT RESOLVED THAT staff be directed to report back with
information on the viability of a Hanging Basket Sponsorship Program for Council's
consideration.
CARRIED
9. OPEN FORUM
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
Council Minutes May 18, 2023
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-02/23 by Harry Baranik, Fire Chief/By-Law Enforcement re Port Burwell East
Beach — By-law Review of Enclosed Tents and Barbecues — Parks By-law No. 2017-125
Moved by: Councillor Chilcott
Seconded by: Councillor Emerson
THAT Report BL-02/23 re Port Burwell East Beach — By-law Review of Enclosed Tents and
Barbeques — Parks By-law No. 2017-125 be received for information;
AND THAT Staff be directed to prepare an amending by-law, incorporating the twelve (12)
recommendations identified in Report BL-02/23, to amend the Municipality's Parks By-law
No. 2017-125;
AND THAT the appropriate amending by-law be brought forward for Council's
consideration;
AND THAT discussion pertaining to a community barbecue location at the East Beach be
referred to the July meeting of the Waterfront Advisory Committee to make
recommendation to Council.
CARRIED
B. Report BL-03/23 by Harry Baranik, Fire Chief/By-Law Enforcement re 2022 Annual By-
law Summary Report
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT Report BL-03/23 re 2022 Annual By-law Summary Report be received for
information.
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C. Report PS-08/23 by Steve Adams, Manager of Public WorkslDrainage Superintendent
re Port Burwell Library Pavilion Repairs
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT Report PS-08/23 re Port Burwell Library Pavilion Repairs be received for information;
Council Minutes
May 18, 2023
AND THAT Council award the works for Capital Item PR-04 — Port Burwell Library Pavilion
— to Rail Tech Enterprises in accordance with their quote of $20,400.00+HST.
CARRIED
D. Report PS-09/23 by Steve Adams, Manager of Public WorkslDrainage Superintendent
re RFT-23-02 Award —Vienna Community Park Pavilion
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT Report PS-09/23 re RFT-23-02 Award — Vienna Community Park Pavilion be
received for information;
AND THAT Council award the works outlined in RFT-23-02 to Rail Tech Enterprises in the
amount of $73,000+HST;
AND THAT staff be directed to issue an RFP for a Multi -use basketball and pickleball court
in the Vienna Community Park;
AND THAT staff be directed to obtain a quote for installation of a 200 amp panel on the
future pavilion and connect the multiuse court to hydro for the activation of a timed light
fixture and brought back to Council in future report;
AND THAT the appropriate by-law for the tender award be brought forward for Council's
consideration.
CARRIED
Council recessed for a short break at 8:36 pm and reconvened at 8:46 pm.
12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Passing of Zoning By-law Amendment Z756-2023 — Rideout and Lavallee
B. Notice of Passing of Zoning By-law Amendment Z757-2023 — Hiebert
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT items 12.1.1 A & B be received for information.
CARRIED
12.1.2 Requiring Action
12.2 Reports to Council
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Council Minutes
May 18, 2023
A Report DS-32/23 by Margaret Underhill, Planning Coordinatorl Deputy Clerk re
Development Agreement re Minor Variance A-03/23 CHR Farms Ltd. 55705 Heritage
Line
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Froese
THAT Report DS-32/23 regarding the CHR Farms Ltd. Development Agreement as
amended be received;
AND THAT Council authorize the execution of a Development Agreement between the
Municipality and CHR Farms Ltd. to permit one (1) supplementary farm dwelling in the form
of an existing dwelling at 55705 Heritage Line to accommodate a maximum of eight (8)
seasonal farm labourers;
AND THAT By-law No. 2023-040 be presented for enactment.
CARRIED
B Report DS-33/23 by Margaret Underhill, Planning Coordinatorl Deputy Clerk re Official
Plan Amendment OPA-01/23, No.33, Lankhuijzen Farms Ltd. 55106 Vienna Line
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Froese
THAT Staff Report DS-33/23 regarding the Official Plan Amendment Application OPA-03/23
submitted by Lankhuijzen Farms Ltd. 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 April 20, 2023
associated with this application, there was Agent presentation, no public submissions and
that all considerations were taken into account in Council's decision passing this resolution;
AND THAT Council considers the proposed amendment to add a site -specific text section to
be consistent with the Provincial Policy Statement 2020, and is in conformity to the Elgin
County Official Plan and the Municipality of Bayham Official Plan;
AND THAT By-law No. 2023-041, being an adopting By-law for Official Plan Amendment
No. 33, for the purpose of adding a new site -specific sub -section to permit the severance of
an existing dwelling made surplus through farm consolidation that does not conform to policy
Section 2.1.7.1 which requires a dwelling to be owned by the farm operation within the
Bayham municipal boundary in the Official Plan of the Municipality of Bayham, be presented
for enactment;
AND THAT adopted Official Plan Amendment No. 33 be forwarded to the County of Elgin for
approval.
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Council Minutes May 18, 2023
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
A. Woodstock Ingersoll Tillsonburg & Area Association of Realtors re April 2023 Market
Report
B. Association of Ontario Road Supervisors re 2023 Annual Trade Show
C. LPRCA re Board of Directors Meeting Minutes of April 5, 2023
D. County of Elgin re April 25, 2023 County Council Highlights
E. County of Elgin re May 9, 2023 County Council Highlights
F. City of Cambridge re Highway Traffic Act Amendments
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT items 13.1.1 A — F be received for information.
CARRIED
13.1.2 Requiring Action
13.2 Reports to Council
A. Report TR-11/23 by Lorne James, Treasurer re Surplus or Duplicate Asset Report
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT Report TR-11/23 re Surplus or Duplicate Asset Report be received for information;
AND THAT staff be directed to report back to Council with surveys and/or legal descriptions
and/or the determination of buildability with respect to the seven (7) identified subject lands
in Report TR-11/23.
CARRIED
B. CAO-33/23 by Thomas Thayer, CAOIClerk re Rogers Communication Tower —
Straffordville Fire Hall 55764 Third Street
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT Report CAO-33/23 re Rogers Communication Tower — Straffordville Fire Hall —
557643Id Street, Straffordville be received for information;
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Council Minutes
May 18, 2023
AND THAT the Council of The Corporation of the Municipality of Bayham are supportive of
the northwest corner of the Straffordville Fire Hall property, being 55764 3rd Street,
Straffordville, for use as a site for a Roger Communications Tower, subject to the provision
of a complete Siting Justification Report and Site Plan, completion of the Federal statutory
public notice and comment period, and presentation of a satisfactory Lease Agreement to
be reviewed and authorized by Council.
CARRIED
C. CAO-34/23 by Thomas Thayer, CAOICIerk re Agreement — Promotion and Education
Materials for Blue Box Transition — Circular Materials Ontario
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT Report CAO-34/23 re Agreement — Promotion and Education Materials for Blue Box
Transition — Circular Materials Ontario be received for information;
AND THAT Council agrees to enter into an agreement with Circular Materials Ontario for
the preparation and distribution of recycling calendars to support the curbside recycling
program;
AND THAT the appropriate authorizing by-law be brought forward for Council's
consideration.
CARRIED
14. BY-LAWS
A By-law No. 2023-037 Being a by-law to adopt the capital estimates for the year 2023
r By-law No. 2023-038 Being a by-law to establish a levy for the year 2023 to adopt tax
rates, provide for penalty and interest in default of payment and the collection thereof
C By-law No. 2023-039 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Duncor Enterprises Inc.
By-law No. 2023-040 Being a by-law to authorize the execution of a development
agreement between CHR Farms Ltd. and the Corporation of the Municipality of Bayham
By-law No. 2023-041 Being a by-law to adopt Official Plan Amendment No. 33
F By-law No. 2023-044 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Circular Materials Ontario
for the promotion and education of blue box material and related services
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
Council Minutes
May 18, 2023
THAT By-law No's. 2023-037, 2023-038, 2023-039, 2023-040, as amended, 2023-041 &
2023-044 be read a first, second and third time and finally passed.
CARRIED
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
16.1 In Camera
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the Council do now rise to enter into an "In Camera" Session at 9:22 p.m. to
discuss:
A. Confidential Report re Personal Matters about an Identifiable Individual; Labour
Relations, Employee Negotiations (Fire Services)
CARRIED
16.2 Out of Camera
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT the Council do now rise from the "In Camera" Session at 9:34 p.m. and report on
Confidential Report re Personal Matters about an Identifiable Individual; Labour Relations,
Employee Negotiations (Fire Services)
CARRIED
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Confidential Report CAO-32/23 re Personal Matters about an Identifiable Individual;
Labour Relations, Employee Negotiations (Fire Services) be received for information;
AND THAT Interim District Chief — Station #2 — Straffordville Kevin Kitching be appointed
as District Chief — Station #2 — Straffordville, effective immediately;
AND THAT the appropriate appointment by-law be brought forward for Council's
consideration.
CARRIED
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2023-042 Being a by-law to confirm all actions of Council
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Council Minutes
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
May 18, 2023
THAT Confirming By-law No. 2023-042 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 9:36 p.m.
CARRIED
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