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HomeMy WebLinkAboutJune 15, 2023 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, June 15, 2023 6:00 p.m. The June 15, 2023 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR DEPUTY MAYOR COUNCILLORS ABSFNT- STAFF PRESENT: CAOICLERK DEPUTY CLERK PLANNING COORDINATORIDEPUTY CLERK TREASURER MANAGER OF PUBLIC WORKS1 DRAINAGE SUPERINTENDENT MANAGER OF CAPITAL PROJECTS1 WATERNVASTEWATER CALL TO ORDER ED KETCHABAW RAINEY WEISLER TIMOTHY EMERSON SUSAN CHILCOTT DANFROESE THOMAS THAYER MEAGAN ELLIOTT MARGARET UNDERHILL LORNE JAMES *via Zoom STEVE ADAMS ED ROLOSON Mayor Ketchabaw called the meeting to order at 6:18 p.m. with the following motion: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT, in accordance with Section 4.3 of By-law No. 2023-021, the Council of The Corporation of the Municipality of Bayham permits the June 15, 2023 Regular Meeting of Council to commence at 6:18 p.m. CARRIED 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3, REVIEW OF ITEMS NOT LISTED ON AGENDA CAO Thayer advised that Item 6.A Jacob Hanlon re Food Cycle Science has been removed from the agenda at the request of the delegate and will be included on the July 20, 2023 Agenda. Council Minutes 4. ANNOUNCEMENTS June 15, 2023 Councillor Chilcott announced that a Nurse Practitioner will be offering a Community Outreach Clinic in Straffordville for those that do not have a family doctor. The Clinic will be open Mondays and Wednesdays from 9 am — 4 pm in the Straffordville Plaza. Deputy Mayor Weisler announced that her and Earl Shea made a presentation to the graduating grade 8 class about local governance and the geography of Bayham. Mayor Ketchabaw announced that June 15th is Elder Abuse Awareness Day. 5. PRESENTATIONS A. Watson & Associates re Development Charges Kick -Off Presentation Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the presentation from Watson & Associates re Development Charges Kick -Off Presentation be received for information; AND THAT staff be directed to work with Watson & Associates to complete and post a background study incorporating proposed development charges for the following municipal services: Services Related to a Highway Fire Protection Services Parks and Recreation Library Services WA q The Council Meeting recessed for a break at 7:21 pm and resumed at 7:27 pm. P CJDL Consulting Engineers re Design and Implementation of the Capacity Upgrades to the Eden Sanitary Pumping Station Proposal Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the presentation from CJDL Consulting Engineers re Design and Implementation of the Capacity Upgrades to the Eden Sanitary Pumping Station Proposal be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham sole -source the Design and Implementation of the Capacity Upgrades to the Eden Sanitary Pumping Station to CJDL Consulting Engineers based on their Proposal and with an approved upset limit of $78,570.12, inclusive of HST; Council Minutes June 15, 2023 AND THAT the above -noted project be funded from the Wastewater Reserve and Environmental Reserve. CARRIED C. Simon McLinden re Canoe Procurement Group of Canada Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT the presentation from Simon McLinden re Canoe Procurement Group of Canada be received for information. WARM-wo 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Special Council Meeting held June 1, 2023 B. Regular Council Meeting held June 1, 2023 Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT the minutes of the Special and Regular Meetings of Council held June 1, 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 3 Council Minutes June 15, 2023 A. Report PS-10/23 by Steve Adams, Manager of Public Worksl Drainage Superintendent re RFP 23-01 Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance Award Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report PS-10/23 re RFP 23-01 Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance Award be received for information; AND THAT Council award RFP 23-01 to Agatha Cleaning Services for 2023 to 2027 in the amount of $1,000 + HST/weekly for a 22-week period for Port Burwell East Beach & Port Burwell Community Park Washroom Maintenance; AND THAT the appropriate authorizing by-law be brought forward for Council's consideration. CARRIED B. Report PS-11/23 by Steve Adams, Manager of Public WorkslDrainage Superintendent re Bulk Item Curbside Pick -Up Spring Update Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT Report PS-11/23 re Bulk Item Curbside Pick-up Spring Update be received for information; AND THAT, for the remainder of 2023, the Bulk Item Curb Side Pick-up Program shall operate during September and October; AND THAT, commencing in 2024, the Bulk Item Curb Side Pick-up Program shall operate for the following five months with a given calendar year: April, May, July, September, and October; AND THAT Council establish a $25 user fee for the Bulk Item Curbside Pick-up Program, effective September 2023, with user fees to be re-evaluated in June 2024; AND THAT a Bulk Item Curbside Pick-up Program Policy be brought forward for Council's consideration in August 2023. CARRIED 12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information 12.1.2 Requiring Action 4 Council Minutes 12.2 Reports to Council June 15, 2023 k Report DS-36/23 by Margaret Underhill, Planning Coordinatorl Deputy Clerk re Consent Application E40-23 Bonnefield Farmland, 55314 Jackson Line Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report DS-36/23 regarding the Consent Application E40-23 Bonnefield Farmland Ontario IV Inc. be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E40-23 be granted subject to the following conditions and considerations: 1. The owner obtain Zoning By-law Amendment approval to change the zoning of the retained lands from an Agricultural (Al-A)zone to a Special Agricultural (A2) Zone to prohibit new dwellings 2. The owner obtain Zoning By-law Amendment approval to change the zoning of the severed lands from Agricultural (Al-A)zone to a Rural Residential (RR) zone or a site -specific RR-xx Zone to permit an oversized accessory building and the prohibition of the keeping of livestock in the retained barn 3_ That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for the Arn Drain in accordance with the Drainage Act, RSO 1990, as amended, with a deposit to be paid in full to the Municipality prior to the condition being deemed fulfilled. If the deposit does not cover the costs of the revised assessment schedule, the applicant will be billed for any additional costs incurred. 4. Purchase of civic number sign for the retained parcel 5_ Digital copy of the registered plan of survey 6_ Planning Report fee payable to the Municipality CARRIED B_ Report DS-37/23 by Margaret Underhill, Planning Coord inatorl Deputy Clerk re Consent Application E46-49-23 Nezezon and Howlett, 46 Chapel Street Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-37/23 regarding the Consent Applications E46-23 to E49-23 Nezezon and Howlett be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Applications E46-49-23 be granted subject to the following conditions and considerations: I . That the owner install/construct adequate extension of municipal water services and installation of a public fire hydrant to the proposed severed lots and enter into a Development Agreement with the Municipality for such service extension. 2. That the owner install/construct adequate extension of municipal sanitary sewer services to the proposed severed lots and enter into a Development Agreement with the Municipality for such service extension. 5 Council Minutes June 15, 2023 That the owner enter into a Development Agreement with the Municipality to upgrade the public right-of-way lands along the entirety of the width and frontage of the proposed severed lands to current municipal standards, including, but not limited to, roadway surface widening and ditch/drainage works. The extent of the upgrades will be determined subsequent to detailed review of the owner's professional design plans for the development, and prior to the signing of the Development Agreement in consultation with the Municipality, and/or Municipal Engineering Consultants, and the owner's Professional Engineering Consultant. /I That the owner provide storm water management, drainage and grading plans for the severed lot to the satisfaction of the Municipality. ;7 That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for the Chapel Street Drain in accordance with the Drainage Act, RSO 1990, as amended, with a deposit to be paid in full to the Municipality prior to the condition being deemed fulfilled. If the deposit does not cover the costs of the revised assessment schedule, the applicant will be billed for any additional costs incurred. :s That the owner obtain Removal of a Holding Symbol zoning approval subsequent to entering into a Development Agreement with the Municipality for any municipal servicing upgrades for the development. That the owner pay fees as required in Municipal By-law No. 2020 — 053 Cash - in -lieu of Parkland. 8 That the owner provides a survey of the subject lands and include in the drawing package the requirements from the Planning Act Section 51(17). 9. That the owner provides a Planning Report Fee payable to the Municipality of Bayham. 10. To satisfy the required road dedication of 20.0 metres minimum local road, this property is subject to a widening of one half of the distance required to increase the Chapel Street ROW to 20.0 metres (65.62 ft) in width across the entirety of the lot frontage on Chapel Street. The extent of the road widening lands shall be determined by the owner by way of providing a `reference plan' from a legal land surveyor confirming the extent of the road widening, with all costs and applications associated with the transfer of the lands to the Municipality to be the responsibility of the owner. The reference plan describing the widening to be transferred must be pre -approved by the Municipality. CARRIED C. Report DS-38/23 by Margaret Underhill, Planning Coord inatorl Deputy Clerk re Subdivision Agreement — Jo -Lynn Pt. Burwell Inc. Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report DS-38/23 regarding the Subdivision Agreement Jo -Lynn Port Burwell Inc. be received; AND THAT Council authorize the execution of a Subdivision Agreement between the Municipality and Jo -Lynn Pt. Burwell Inc. to permit the completion of Phase 1 MacNeil Court and development of Phase 2 Charles Court — MacNeil subdivision in Port Burwell; 111 Council Minutes June 15, 2023 AND THAT By-law No. 2023-054 be presented for enactment. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Lanark County re Support of Bill C-321 B. Woodstock Ingersoll Tillsonburg & Area Association of Realtors re May 2023 Report C. Elgin County re May 23, 2023 County Council Highlights D. LPRCA re May 3, 2023 Board of Directors Meeting Minutes Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A — D be received for information. CARRIED 13.1.2 Requiring Action A. Straffordville Community Committee re Request for Storage on Municipal Property Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the correspondence from the Straffordville Community Committee re Request for Storage on Municipal Property be received for information; AND THAT the request from the Straffordville Community Committee re Request for Storage on Municipal Property be approved; AND THAT the appropriate authorizing by-law to enter into an Agreement for use of Municipal property for storage purposes be brought forward for Council's consideration. CARRIED 13.2 Reports to Council A. Report TR-12/23 by Lorne James, Treasurer re PSAB 3450 Financial Reporting Impacts and Investments Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report TR-12/23 re PSAB 3450 Financial Reporting Impacts and Investments be received for information; 7 Council Minutes June 15, 2023 AND THAT staff be directed to sell the entire LAS Investment — One Fund portfolio; AND THAT staff be directed to purchase 18-month GICs for all investment accounts from RBC Investments. CARRIED B. Report CAO-36/23 by Thomas Thayer, CAOICIerk re Contract Extension / Amendment — Tenet Security Group Third Party By-law Enforcement Services Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-36/23 re Contract Extension / Amendment — Tenet Security Group — Third -Party By-law Enforcement Services be received for information; AND THAT Council approve a six-month extension of the Agreement with Tenet Security Group — Third -Party By-law Enforcement Services, with additional language to incorporate service provision to the Township of Malahide in accordance with the Shared Services Memorandum of Understanding; AND THAT the appropriate authorizing by-law be brought forward for Council's consideration. CARRIED C. Report CAO-37/23 by Thomas Thayer, CAOICIerk re Shared Services Update Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-37/23 re Shared Services Update be received for information; AND THAT the appropriate appointment by-law be brought forward for Council's consideration; AND THAT Council delegate authority to the Chief Administrative Officer (CAO) to negotiate and enter into a Service Agreement with Cloudpermit on behalf of the Municipality for implementation and use of Cloudpermit software. CARRIED 14. BY-LAWS A. By-law No. 2023-049 Being a by-law to amend By-law No. 2021-073 being a by-law to authorize the execution of a consulting agreement between the Corporation of the Municipality of Bayham and a+LINK Architecture Inc. 8 Council Minutes June 15, 2023 B. By-law No. 2023-050 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Rail Tech Enterprises Inc. for Vienna Community Park Pavilion works C. By-law No. 2023-051 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Rail Tech Enterprises Inc. for Port Burwell Library Pavilion works D. By-law No. 2023-052 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Agatha's Cleaning Services for provision of washroom maintenance services E. By-law No. 2023-053 Being a by-law to appoint municipal officers and employees for the Municipality of Bayham F. By-law No. 2023-054 Being a by-law to authorize the signing of a subdivision agreement between Jo -Lynn Pt. Burwell Inc. and the Corporation of the Municipality of Bayham Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT By-law Nos. 2023-049, 2023-050, 2023-051, 2023-052, 2023-053 & 2023-054 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. 2023-055 Being a by-law to confirm all actions of Council Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Confirming By-law No. 2023-055 be read a first, second and third time and finally passed CARRIED 18. ADJOURNMENT Moved by: Councillor Emerson Seconded by: Councillor Chilcott Council Minutes THAT the Council meeting be adjourned at 9:37 p.m. CARRIED MAYOR � L June 15, 2023 10