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Home My WebLink AboutMay 19, 2016 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, May 19, 2016 7:00 p.m. PRESENT: MAYOR PAUL ENS DEPUTY MAYOR TOM SOUTHWICK COUNCILLORS RANDY BREYER WAYNE CASIER ED KETCHABAW STAFF PRESENT: CAO PAUL SHIPWAY DEPUTY CLERK/ PLANNING COORINATOR MARGARET UNDERHILL TREASURER LORNE JAMES CLERK'S ASSISTANT BRENDA GIBBONS 1. CALL TO ORDER Mayor Ens 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 A. Living Gospel Mennonite Church request for use of Straffordville Ball Diamond added as item 11.1.2-D 4. ANNOUNCEMENTS A. The Periscope Playhouse has received a grant in the amount of$12,000 under the Elgincentives Community Improvement Plan. 5. DELEGATIONS A. 7:05 p.m. — Robert Foster, External Auditor, Graham Scott Enns to present Draft 2015 Financial Statements and Audit Findings Letter Robert Foster provided a brief overview of the 2015 Draft Financial Statements. Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT the Council of the Corporation of the Municipality of Bayham approve the 2015 Financial Statements; 2016 Council Minutes May 19, 2016 AND THAT staff be directed to post the final approved 2015 Financial Statements on the website; AND THAT the Mayor be authorized to sign the 2015 Audit Findings Letter; AND THAT the CAO and Treasurer be directed to sign the 2015 Management Representation Letter. CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held May 5, 2016 B. Statutory Planning Meeting held May 5, 2016 C. Special Meeting held May 11, 2016 Moved by: Councillor Casier Seconded by: Councillor Breyer THAT the minutes of the regular meeting held May 5, 2016, statutory planning meeting held May 5, 2016 and special meeting held May 11, 2016 be adopted. CARRIED 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 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 10. DEVELOPMENT SERVICES —SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-21/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning Application — GoPro Home Solutions The Deputy Clerk/Planning Coordinator advised no public comments were submitted 2016 Council Minutes May 19, 2016 Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report DS-21/16 re Rezoning Application —GoPro Home Solutions be received for information; AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the zoning from the Institutional (I) Zone to Central Business District (C1) Zone for 23 Wellington Street, Port Burwell, owned by GoPro Home Solutions Inc.; AND THAT Zoning By-law Z648-2016 be presented to Council for enactment. CARRIED B. Report DS-22/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan Control By-law— Updated Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report DS-22/16 re Site Plan Control By-law— Updated be received for information; AND THAT By-law 2016-047, being a Site Plan Control By-law, be presented to Council for enactment. CARRIED C. Report DS-23/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Subdivision Agreement—Country View Estates Phase 2 (Peters) Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT Report DS-23/16 re Subdivision Agreement— Country View Estates Phase 2 (Peters) be received for information; AND THAT By-law 2016-048, being a by-law authorizing the signing of a subdivision agreement, be presented to council for enactment. CARRIED 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Long Point Region Conservation Authority Board of Directors minutes of meeting held April 6, 2016 B. City of Timmins re Regulate Gas Prices in Ontario resolution C. Town of Tillsonburg re Bill 180, Workers Day of Mourning Act resolution 2016 Council Minutes May 19, 2016 D. Ontario Energy Board Notice to Customers of Union Gas Limited E. Town of Aylmer re Bayham Request for costing for Police Services F. Minister of Natural Resources and Forestry and Minister of Municipal Affairs and Housing re Proposed Changes to the Four Land Use Plans G. Town of Essex re Widening Highway 3 to Improve Public Safety resolution H. Town of Aurora re Proposed Bill 158 resolution I. Municipality of South Dundas re RED Program J. Niagara Region re Lyme Disease resolution K. Notice to Ontario Museums re Infrastructure Funding Opportunity Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT correspondence items 11.1.1-A- 11.1.1-K be received for information. CARRIED 11.1.2 Requiring Action A. AREME Chapter No. 15 of the Eastern Star, Vienna re piano Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT correspondence from AREME Chapter No. 15 of the Eastern Star, Vienna be received for information; AND THAT Council accepts the donation of the piano which will become a fixture of the municipality; AND THAT Staff be directed to dispose of the existing piano. CARRIED B. Carolyn Zwicker re Ontario Early Years Centre Summer Park Programs Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT correspondence from Carolyn Zwicker, Ontario Early Years Centre - Outreach Programs be received for information; AND THAT Council grants permission for use of the Straffordville Community Park, pavilion and washrooms for the Summer Park Program on Friday mornings from 9:30 a.m. - 11:30 a.m. for the period July 8 -August 19, 2016, with the exception of July 15, subject to proof of liability 2016 Council Minutes May 19, 2016 insurance coverage, naming the Municipality of Bayham as an additional insured, in the minimum amount of$2,000,000; AND THAT the access gates to the green space at the Park be unlocked prior to use, on the above dates, as requested; AND THAT cleanup of the area be the responsibility of the users. CARRIED C. County of Elgin re County Road #55 Boundary Road Agreement Moved by: Councillor Casier Seconded by: Councillor Breyer THAT correspondence from the County of Elgin regarding County Road #55 Boundary Road Agreement be received for information; AND THAT the Council of the Municipality of Bayham supports the new terms for a boundary road agreement for County Road #55 between the County of Elgin and Norfolk County; AND THAT the Council of the Municpality of Bayham thanks the County of Elgin for the opportunity to comment. CARRIED D. Living Gospel Mennonite Church request for use of Straffordville Ball Diamond Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT correspondence from Living Gospel Mennonite Church be received for information; AND THAT the Council of the Municipality of Bayham approves the request for use of the Straffordville Ball Diamond every other Tuesday throughout the summer from approximately 7:00 p.m. —9:00 p.m., beginning Tuesday May 24, 2016 subject to provision of liability insurance certificate in the minimum amount of$2,000,000 naming the municipality as additional insured and prior payment of$10.00 per use; AND THAT the back diamond be used at any time the previously approved teams schedules require use of the front diamond; AND THAT clean up and maintenance of the ball diamond area be the responsibility of the users. CARRIED 11.2 Reports to Council A. Report TR-16/16 by Lorne James, Treasurer re 2016 Q1 Variance Report Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer 2016 Council Minutes May 19, 2016 THAT Report TR-16/16 re 2016 Q1 Variance Report be received for information. CARRIED B. Report TR-17/16 by Lorne James, Treasurer re LAS Natural Gas Procurement Program Moved by: Councillor Casier Seconded by: Deputy Mayor Southwick THAT Report TR-17/16 re LAS Natural Gas Procurement Program be received for information; AND THAT Council direct staff to bring forward a by-law for consideration to authorize the LAS Natural Gas Procurement Program Agreement. CARRIED C. Report CAO-37/16 by Paul Shipway, CAO re 2016 Grant Program Applications Moved by: Councillor Breyer Seconded by: Councillor Ketchabaw THAT Report CAO-37/16 re 2016 Grant Program Applications be received for information; AND THAT Staff be directed to prepare applications for 2016 Grant Programs as follows: i. Ontario Community Infrastructure Fund (OCIF) - Carson Line Corridor Project ii. Building Canada Small Communities Fund (SCF) - Springer Hill Corridor Project iii. Federal Clean Water and Wastewater Fund (FCWWF) - Richmond Distribution System-Bayham Water Meter Upgrades AND THAT should the Richmond Distribution System-Bayham Water Meter Upgrades project not be determined to be of high enough usage or the funding model for the Federal Clean Water and Wastewater Fund (FCWWF) is not as projected, staff be directed to prepare applications for 2016 Grant Programs as follows: i. Ontario Community Infrastructure Fund (OCIF) - Richmond Distribution System- Bayham Water Meter Upgrades ii. Building Canada Small Communities Fund (SCF) - Springer Hill Corridor Project iii. Federal Clean Water and Wastewater Fund (FCWWF) -Wastewater Rehab AND THAT Council reallocate $20,000 from the 2016 Turnaround Capital project to have Spriet Associates commence the Environmental Assessment (EA) and Cultural Heritage Evaluation Report (CHER) for removal of Bayham Drive Bridge. CARRIED 12. BY-LAWS A. By-Law Z648-2016 Being a By-law to further amend By-law Z456-2003 GoPro Home Solutions B. By-Law 2016-040 Being a By-law to authorize the writeoff of taxes 2016 Council Minutes May 19, 2016 C. By-Law 2016-043 Being a By-law to authorize the Natural Gas Procurement Program in Partnership with Local Authority Services (LAS) D. By-Law 2016-046 Being a By-law to authorize the execution of a lease agreement between the Municipality of Bayham and Randall Mack Breyer E. By-Law 2016-047 Being a Site Plan Control By-law F. By-Law 2016-048 Being a By-law to authorize the signing of a Subdivision Agreement Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT By-laws Z648-2016, 2016-040, 2016-043, 2016-046, 2016-047 and 2016-048 be read a first, second and third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS A. Discussion re East Beach Change Room Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT staff be directed to remove the beach change room and lower the wet well to grade. CARRIED 14.1 In Camera Moved by: Councillor Casier Seconded by: Deputy Mayor Southwick THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 7:50 p.m. to discuss: • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board CARRIED A. Confidential item regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Project Ojibwa) 14.2 Out of Camera Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier 2016 Council Minutes May 19, 2016 THAT the Committee of the Whole do now rise from the "In Camera" session at 8:06 p.m. with nothing to report. CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-049 Being a By-law to confirm all actions of Council Moved by: Deputy Mayor Southwick Seconded by: Councillor Ketchabaw THAT confirming By-law 2016-049 be read a first, second and third time and finally passed. CARRIED 16 ADJOURNMENT Moved by: Councillor Casier Seconded by: Councillor Breyer THAT the Council meeting be adjourned at 8:07 p.m. CARRIED Arl M, OR CLERK /