Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
March 21, 2024 - Council
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, March 21, 2024 7:00 p.m. 7:30 p.m. Statutory Planning Meeting – 3 Applications The March 21, 2024 Council Meeting will allow for a hybrid meeting function. You may attend in person or virtually through the live-stream on the Municipality of Bayham’s YouTube Channel 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Special Meeting of Council held March 5, 2024 B. Regular Meeting of Council held March 7, 2024 C. Court of Revision Meeting held March 7, 2024 D. Public Drainage Meeting held March 7, 2024 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 Council Agenda March 21, 2024 2 11.1.2 Requiring Action 11.2 Reports to Council A. Report BL-02/24 by Stephen Miller, By-law Enforcement Officer re Port Burwell East Beach – Paid Parking Options 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-06/24 Unger B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-07/24 Underhill C. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-08/24 Lankhuijzen D. Notice of Passing re Silverthorn Zoning By-law Amendment ZBA-01/24 E. Notice of Passing re Underhill Zoning By-law Amendment ZBA-02/24 F. Notice of Passing re Wall Zoning By-law Amendment ZBA-03/24 G. Notice of Passing re Graham Zoning By-law Amendment ZBA-04/24 H. Notice of Adoption re Underhill Farms Ltd. Official Plan Amendment No. 36 I. Notice of Decision re Roy Schrijver Farms Ltd. Minor Variance A-03/24 J. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-05/24 CHR Farms Ltd. K. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-11/24 Peters 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-14/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Official Plan Conformity Review 2024 – Estimated Timelines and Associated Budget/Fees B. Report DS-15/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E18-24 Bergen 10564 Culloden Road C. Report DS-16/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E22-24 Hiebert 11478 Plank Road D. Report DS-17/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Ontario Land Tribunal Final Order OPA No. 30 and Zoning By-law Z765-2023 Barry Wade Homes Inc. 2 Robinson Street and 3 Erieus Street Council Agenda March 21, 2024 3 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Town of Cobourg re Proposed Amendment to Subsection 27(16) of the Ontario Heritage Act B. Town of Cobourg re Affordability of Water and Wastewater Systems in Rural and Small Urban Municipalities C. Town of Aurora re Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement D. Town of Aurora re Council/Committee Meeting Structure Under Strong Mayor Powers E. Town of Bracebridge re Request for New Provincial-Municipal Fiscal Framework F. City of Quinte West re Housing Funding G. Township of Amaranth re Operational Budget Funding H. Long Point Region Conservation Authority re 2023 Annual Report and Financial Statements I. Long Point Region Conservation Authority re February 7, 2024 Meeting Minutes J. Elgin St. Thomas Coalition to End Poverty re 2023 Timeline of Success 13.1.2 Requiring Action A. Straffordville Community Committee re Community Centre Rental Fee 13.2 Reports to Council A. Report CL-02/24 by Meagan Elliott, Clerk re Municipal Assistance and Special Event Requests B. Report CAO-08/24 by Thomas Thayer, CAO re Transition to OPP Detachment Board – Community Safety Policing Act, 2019 C. Report CAO-09/24 by Thomas Thayer, CAO re Bayham Community Strategic Plan Progress – 2023 D. Report CAO-10/24 by Thomas Thayer, CAO re License Agreement – Ron & Bonnie Bradfield 21 Robinson Street Council Agenda March 21, 2024 4 14. BY-LAWS A. By-law No. 2024-013 Being a by-law to authorize the execution of an agreement between the Municipality of Bayham and Ron & Bonnie Bradfield to permit access over and use of lands at 21 Robinson Street, Port Burwell for works at the Port Burwell Lighthouse 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera A. Confidential Item re Personal matters about an identifiable individual (Administration) B. Confidential Item re Personal matters about an identifiable individual; labour relations, employee negotiations (Staffing) 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-014 Being a by-law to confirm all actions of Council 18. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM SPECIAL COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers - HYBRID Tuesday, March 5, 2024 6:30 p.m. The March 5, 2024 Special Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS TIMOTHY EMERSON DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO THOMAS THAYER TREASURER LORNE JAMES PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL FIRE CHIEF HARRY BARANIK MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER ED ROLOSON CURATOR JENNIFER BEAUCHAMP 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 6:30 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Councillor Chilcott declared a conflict of interest with respect to specific line items identified in Item 3.A regarding Municipal Assistance. Her spouse is a non-voting member of the Straffordville Community Committee and she is an executive member of the Bayham Historical Society. 3. 2024-2025 OPERATING BUDGET - DRAFT A. Report TR-10/24 by Lorne James, Treasurer re 2024-2025 Operating Budget – Revised Draft The Council Meeting recessed at 7:43 pm, and resumed at 7:51 pm. Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson Council Minutes March 5, 2024 THAT the Municipal Assistance Program remain in the 2024 Operating Budget at an allocation of $7,000. CARRIED Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT the Municipal Tree Program be paused for 2024 and the $5,000 allocation be removed from the 2024 Operating Budget. AND THAT Grounds Maintenance be reduced by $6,000 in 2024. AND THAT the following capital items be deferred: East Pier Rehab engineering until 2025 PB Ball Diamond until 2026 CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT Report TR-10/24 re 2024-2025 Operating Budget – Revised Draft be received for information; AND THAT Council approve the normalized expenditures added and identified in Report TR-10/24; AND THAT the 2024 Operating Budget be approved with a 10.33 percent tax levy increase, equivalent to a notional increase of $593,300, and staff be directed to bring forward the 2024 Tax Rate By-laws. CARRIED 4. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-009 Being a by-law to confirm all actions of Council Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Confirming By-law No. 2024-009 be read a first, second and third time and finally passed. CARRIED 5. ADJOURNMENT Moved by: Councillor Froese Council Minutes March 5, 2024 Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 7:56 p.m. CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, March 7, 2024 7:00 p.m. 8:00 p.m. Court of Revision Meeting – Peters Drain Branch D 8:15 p.m. Public Drainage Meeting – Eden Drain Branch C The March 7, 2024 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT ABSENT: TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS MANAGER OF CAPITAL PROJECTS WATER/ WASTEWATER ED ROLOSON FIRE CHIEF HARRY BARANIK 1. CALL TO ORDER Mayor Ketchabaw 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 CAO Thayer noted no additional items. 4. ANNOUNCEMENTS Councillor Chilcott announced Luck of the Irish live music at Periscope Playhouse, the St. Paddy’s Day Dance at the SCC through the SHF (March 16); East Bingo on March 22nd at the SCC, and the upcoming Vienna Lions Gun Show on March 23rd. Mayor Ketchabaw announced on March 17th there is a St. Paddy’s Day breakfast in Vienna. Council Minutes March 7, 2024 2 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held February 15, 2024 B. Statutory Planning Meeting held February 15, 2024 C. Special Meeting of Council held February 27, 2024 Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT the minutes of the Regular Meeting of Council held February 15, 2024, the minutes of the Statutory Planning Meeting held February 15, 2024, and the minutes of the Special Meeting of Council held February 27, 2024 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 FR-01/24 by Harry Baranik, Fire Chief/CEMC re Solar Eclipse – Monday, April 8, 2024 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report FR-01/24 re Solar Eclipse – Monday, April 8, 2024 be received for information; AND THAT Council directs staff to continue to engage the local businesses of the Council Minutes March 7, 2024 3 community regarding education of this event; AND THAT Council concurs with the planned activation of the Emergency Operations Centre for April 5 and April 8, 2024 to prepare and execute a proportional response for the 2024 solar eclipse. CARRIED B. Report PS-03/24 by Steve Adams, Manager of Public Works|Drainage Superintendent re Capital Item PW-17 GPS Surveying Equipment Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report PS-03/24 re Capital Item PW-17 GPS Surveying Equipment be received for information; AND THAT Council approve the procurement of GPS Surveying Equipment from Horizon Measurement Solutions Inc. in the total amount of $25,000.00+HST. CARRIED 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Minor Variance A-03/24 Roy Schrijver Farms Ltd. B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-06/24 Unger C. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-07/24 Underhill D. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-08/24 Lankhuijzen Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT items 12.1.1 A – D be received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-08/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-01/24 – Silverthorn, 58224 Heritage Line Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler Council Minutes March 7, 2024 4 THAT Report DS-08/24 regarding the Silverthorn rezoning application ZBA-01/24 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 February 15, 2024 associated with this application, there was one oral presentation by the Applicants’ Appointed Agent and no written submissions received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on a portion of the property located at 58224 Heritage Line described as having 60 metres (196.9 feet) of frontage along Heritage Line and overall lot area of 0.54 hectares from ‘Agricultural (A1) to Site-specific Farm Commercial (FC-1)’ to recognize an existing agricultural-related business/use for the importing and sale of animal feed and fertilizers and permitting a Maximum Building Floor Area of 550.0 m2; AND THAT Zoning By-law No. Z769-2024 be presented to Council for enactment. CARRIED B. Report DS-09/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-02/24 – Underhill, 54190 Vienna Line Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-09/24 regarding the Underhill rezoning application ZBA-02/24 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 February 15, 2024 associated with this application, there were no attendees, no oral presentations and no written submissions received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on a property located in Concession 3 Lot 5, known municipally as 54190 Vienna Line, from Agricultural (A1) to Special Agricultural (A2) on the retained lands, and from Agricultural (A1) Zone to a Site-specific Rural Residential (RR-49) Zone on the severed lands as a condition of Consent E4-23 to permit the severance of a surplus farm dwelling and in accordance with Municipality of Bayham’s Official Plan policies; AND THAT Zoning By-law No. Z770-2024 be presented to Council for enactment. CARRIED Council Minutes March 7, 2024 5 C. Report DS-10/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-03/24 – Wall, 6780 Richmond Road Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report DS-10/24 regarding the Wall rezoning application ZBA-03/24 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 February 15, 2024 associated with this application, there were no written submissions and no oral presentation received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on a property located at 6780 Richmond Road in the hamlet of Calton, from ‘Institutional (I)’ to ‘Site-specific Hamlet Residential (HR-13)’ to recognize the existing Rear Yard Depth of 8.0 metres and to permit two (2) residential dwelling units, one (1) being an Additional Residential Unit (ARU), within the existing building/structure on the subject property; AND THAT Zoning By-law No. Z771-2024 be presented to Council for enactment. CARRIED D. Report DS-11/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-04/24 – Graham, 11693 Elliott Road Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report DS-11/24 regarding the Graham rezoning application ZBA-04/24 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 February 15, 2024 associated with this application, there were no attendees, no oral presentations and no written submissions received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on a property located in Lot 15 Concession 10, known municipally as a 11693 Elliott Road, from Agricultural (A1) to Rural Residential (RR) on both the severed and retained as a condition of Consent E33-23 to permit the creation of a new lot; Council Minutes March 7, 2024 6 AND THAT Zoning By-law No. Z772-2024 be presented to Council for enactment. CARRIED E. Report DS-12/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Official Plan Amendment No. 36 – Underhill Farms Ltd., 55032 Vienna Line Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Staff Report DS-12/24 regarding the Official Plan Amendment Application OPA- 01/24 submitted by Underhill 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 February 15, 2024 associated with this application, there were no presentations and no oral or written 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 the Official Plan to be consistent with the Provincial Policy Statement 2020, and in conformity to the Elgin County Official Plan, and the Municipality of Bayham Official Plan; AND THAT By-law No. 2024-011 being an adopting By-law for Official Plan Amendment No. 36, for the purpose of adding a new site-specific sub-section to permit the severance of a surplus farm dwelling from a farm parcel where more than one dwelling and severance of a surplus farm dwelling had previously occurred on the subject lands as a result of a farm consolidation that does not conform to Official Plan Section 2.1.7.1, be presented for enactment; AND THAT adopted Official Plan Amendment No. 36 be forwarded to the County of Elgin for approval. CARRIED F. Report DS-13/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Permit- By-Rule Framework Proposal Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Report DS-13/24 regarding the MECP Permit-By-Rule Framework Proposal be received for information. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information Council Minutes March 7, 2024 7 A. Township of Perry re Amend Blue Box Regulation for Ineligible Sources B. County of Renfrew re Affordability of Water and Wastewater Systems C. Prince Edward County re Review of Ontario Works and Ontario Disability Support Program Financial Assistance Rates D. Municipality of Tweed re Energy Transition E. Elgin Ontario Health Team re ConnectMyHealth Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT items 13.1.1 A – E be received for information. CARRIED Council recessed at 7:56 pm for Court of Revision, and resumed at 8:04 pm. 13.1.2 Requiring Action 13.2 Reports to Council A. Report CAO-04/24 by Thomas Thayer, CAO re Housing Enabling Water Systems Fund (HEWSF) Application – Eden Pumping Station Expansion Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-04/24 re Housing Enabling Water Systems Fund (HEWSF) Application – Eden Pumping Station Expansion be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham supports an application to the Housing Enabling Water Systems Fund (HEWSF) for an expansion of the Eden Pumping Station. CARRIED B. Report CAO-05/24 by Thomas Thayer, CAO re Extension of Site Plan Agreement - 2434378 Ontario Ltd. (Innovative Quality Manufacturing Inc.) – 56568 and 56616 Talbot Line, Bayham (Application No. SPA-04/22) Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-05/24 re Extension of Site Plan Agreement – 2434378 Ontario Limited (Innovative Quality Manufacturing Inc.) – 56568 and 56616 Talbot Line, Bayham Application No. SPA-04/22) be received for information. CARRIED Council Minutes March 7, 2024 8 Council recessed at 8:15 pm for a Drainage Public Meeting, and resumed at 8:22 pm. 14. BY-LAWS A. By-law No. 2024-010 Being a provisional by-law provide for drainage works in the Municipality of Bayham in the County of Elgin known as the Eden Drain Branch C B. By-law No. 2024-011 Being a bylaw to adopt OPA No. 36 C. By-law No. Z769-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Silverthorn D. By-law No. Z770-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Underhill E. By-law No. Z771-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Wall F. By-law No. Z772-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Graham Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT By-law No. 2024-010 be read a first and second time. CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT By-law Nos. 2024-011, Z769-2024, Z770-2024, Z771-2024, and Z772-2024 be read a first, second and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise to enter into an “In Camera” Session at 8:24 p.m. to discuss: Council Minutes March 7, 2024 9 A. Confidential Item re Sale or disposition of land; a position, plan, procedure, criteria or instruction to be applied to any negotiations on or to be carried on by or on behalf of the Municipality or local board (Faye Street) B. Confidential Item re Personal matters about an identifiable individual (Administration) CARRIED 16.2 Out of Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise from the “In Camera” Session at 8:59 p.m. and report on Confidential Item re Confidential Item re Sale or disposition of land; a position, plan, procedure, criteria or instruction to be applied to any negotiations on or to be carried on by or on behalf of the Municipality or local board (Faye Street) and Personal matters about an identifiable individual (Administration). CARRIED Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT re Confidential Item re Sale or disposition of land; a position, plan, procedure, criteria or instruction to be applied to any negotiations on or to be carried on by or on behalf of the Municipality or local board (Faye Street) be received for information; AND THAT staff proceed as directed. CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confidential Item re Personal matters about an identifiable individual (Administration) be deferred to the March 21, 2024 meeting. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-012 Being a by-law to confirm all actions of Council Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Confirming By-law No. 2024-012 be read a first, second and third time and finally passed. CARRIED Council Minutes March 7, 2024 10 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 9:01 p.m. CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COURT OF REVISION MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers - HYBRID Thursday, March 7, 2024 8:00 p.m. – Peters Drain Branch D The March 7, 2024 Peters Drain Branch D of Revision Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT ABSENT: TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF PUBLIC WORKS|DRAINAGE SUPERINTENDENT STEVE ADAMS ENGINEER: JOHN SPRIET 1. CALL TO ORDER Mayor Ketchabaw called the Court of Revision for the Peters Drain Branch D to order at 8:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING A. Peters Municipal Drain Branch D Notice of Court of Revision Pursuant to Chapter D17, Section 41 of the Drainage Act the purpose of the Court of Revision is to provide an opportunity for any person or body entitled to receive Notice to appeal their assessment as per Engineers Report #222225, dated December 6, 2023, as prepared by Spriet Associates 4. STAFF PRESENTATION A. Report DR-04/24 by Steve Adams, Manager of Public Works / Drainage Superintendent re Peters Drain Branch ‘D’ Court of Revision S. Adams presented Report DR-04/24 and confirmed that no appeals were received by the Clerk. 5. PUBLIC PARTICIPATION There was no public participation. 6. DISPOSITION Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report DR-04/24 re Peters Drain Branch ‘D’ Court of Revision be received for information; AND THAT the Court of Revision acknowledge that no appeals have been received with respect to the Peters Drain Branch ‘D’ assessments outlined in Engineer’s Report #222225; AND THAT Engineer Report #222225, dated December 6, 2023, for the Peters Drain Branch ‘D’ Improvements be adopted as presented AND THAT corresponding By-law No. 2024-004 be presented to Council for a third and final reading. CARRIED 7. ADJOURNMENT Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT the Court of Revision for the Peters Drain Branch ‘D’ Improvements be adjourned at 8:04 p.m. CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM DRAINAGE PUBLIC MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, March 7, 2024 8:15 p.m. – Eden Drain Branch C The March 7, 2024 Drainage Public Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT ABSENT: TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS ENGINEER: JOHN SPRIET 1. CALL TO ORDER Mayor Ketchabaw called the public meeting to order at 8:15 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. PURPOSE OF THE MEETING Pursuant to Chapter D17, Section 41 of the Drainage Act the purpose of the public meeting is to consider Engineer’s Report #223217 regarding the proposed construction on the Eden Drain Branch C servicing parts of Lot 23, Concession 9 in the Municipality of Bayham. 4. STAFF PRESENTATION A. Report DR-05/24 by Steve Adams, Manager of Public Works/Drainage Superintendent re Eden Drain Branch ‘C’ Consideration Report Steve Adams, Manager of Public Works/Drainage Superintendent, provided an overview of the report and reiterated the purpose of the meeting. Drainage Public Meeting Minutes March 7, 2024 5. ENGINEERS REMARKS No remarks. 6. PUBLIC PARTICIPATION There was no public participation. 7. CORRESPONDENCE No correspondence was received. 8. DISPOSITION Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report DR-05/24 re Eden Drain Branch ‘C’ Consideration Report be received for information; AND THAT, in accordance with Sections 44 to 46 of the Drainage Act, the Council of The Corporation of the Municipality of Bayham hereby adopts Spriet Associates Report No. 223217, dated January 29, 2024, referred to as the “Eden Drain Branch ‘C’” report; ANDTHAT Provisional By-law No. 2024-010 be given first and second reading; AND THAT the Clerk be directed to distribute copies of the Provisional By-law and Notice of the time and place of the first sitting of the Court of Revision to the affected parties pursuant to Section 46(2) of the Drainage Act; AND THAT a date of April 4, 2024 at 8:00 p.m. be set for the first sitting of the Court of Revision. CARRIED 9. ADJOURNMENT Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT pursuant to the Drainage Act requirements, the Public Meeting is now complete at 8:21 p.m. CARRIED MAYOR CLERK REPORT MUNICIPAL LAW ENFORCEMENT TO: Mayor & Members of Council FROM: Stephen Miller, By-Law Enforcement Officer DATE: March 21, 2024 REPORT: BL-02/24 SUBJECT: PORT BURWELL EAST BEACH – PAID PARKING OPTIONS BACKGROUND At its January 18, 2024 meeting, Council received Report BL-01/24 re 2023 By-law Enforcement Annual Report. Report BL-01/24 included some forward-looking ventures that staff were considering, including paid parking at the Port Burwell East Beach. The Report specifically stated: “By-law will also be investigating further creative options for revenue generation, including the possibility of paid parking at the beach without the need for the front-end capital investment required through pay stations and similar infrastructure.” Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report BL-01/24 re 2023 By-law Enforcement Annual Report be received for information. Parking at Port Burwell East Beach has been challenging in years past, particularly in the summer months during peak utilization. Parking for the East Beach can fill up quickly on busy days, leaving many people looking for a place to park. This often leads to vehicle operators parking in no-parking zones, bottle-necking vital areas of traffic flow, and affecting the ability for emergency services to respond to the beach area quickly and effectively. Another consideration is upcoming capital investment at the East Beach. The Capital Budget, as adopted by Council, includes the following items in its 10-Year Plan: • PR-02 – Playground Equipment ($75,000) • PR-06 – Electric Charging Station ($20,000) • PR-11 – East Pier Rehabilitation ($325,000) • PR-13 – Beach Accessibility Improvements ($50,000) • PR-14 – Beach Shade Structure ($80,000) • FA-09 – Port Burwell East Beach Washroom Expansion ($575,000) This constitutes a potential $1.125 million in non-core upgrades at the East Beach, which are currently identified through the various Capital Items as funded by grants or the tax levy, and grants are not a guaranteed funding source. No user fees have historically applied as the East Beach has been a free parking beach. As Council has identified a willingness to consider cost recovery and creative funding mechanisms for Municipal functions, it follows that consideration of a paid parking structure at the East Beach be considered, whereby generated revenues can be directed to offset levy impacts and grant needs for non-core, beach-specific projects. The By-law Enforcement Officer has been investigating options related to beach parking regulation and how additional parking regulations can create turnover necessary to address traffic concerns. DISCUSSION Municipalities typically incentivize turnover in parking by implementing paid parking regulations. This ensures that vehicles remain parked for a defined period of time as vehicle owners are required to pay for the amount of time that the vehicle is parked. A barrier to this approach is the procurement of physical paid parking infrastructure (parking meters). Meters are costly to purchase, at approximately $8,000 - $9,000 per unit. Physical parking meters are also costly to maintain when they break down as parts can be difficult to obtain depending on the supply chain. Repairs are typically conducted by contracted persons with specialized knowledge of the inner workings of those machines which can also increase the costs of operating the machines. Further, if a machine requires full replacement, costs can become prohibitive. Physical parking meters are also subject to vandalism and, if not collected regularly, coins remaining in the machines can be subject to theft. The machines also have to be monitored at all times when parking is enforced to ensure that any technical glitches are promptly addressed to minimize potential revenue loss. These barriers have been why, historically, consideration of paid parking at the East Beach has not been seriously considered. Fortunately, as the technology has advanced, there is now an alternative to physical parking meters that allows municipalities to implement paid parking restrictions in the form of mobile parking payment applications. These applications allow municipalities to implement paid parking restrictions without all the drawbacks of the implementation, maintenance, and monitoring of traditional parking meters. How do Mobile Parking Payment Applications Work? Mobile Parking Payment Applications work on a mobile phone, allowing users to pay for parking at their destination before they exit their vehicle. Users can simply download the application on a smart phone, set up a credit card, and purchase parking at rates set by the Municipality. Parking payment can also be made on any device connected to the internet at the mobile parking payment application provider’s website. If vehicle owners do not wish to download the application, QR Code or Tap Readers are strategically placed within a lot which, when scanned, bring users to a website and allow them to pay for parking without downloading the application. Vehicles that have paid for parking populate in a list in the enforcement application, which allows enforcement officers to determine if a vehicle has paid or not and if their time has expired. Vehicles that have not paid for parking or where the time has expired would be subject to enforcement. When time expires, the users are notified on their mobile device and can either remove their vehicle or top up their parking time by paying more. Economic Development / Technological Barrier There are opportunities for strategic partnerships with local businesses, where a vehicle owners may be uncomfortable with the use of technology. For persons that wish to pay in cash, strategic partnerships could be sought where parking users can pay in cash at a local business. The businesses that have chosen to partner with the Municipality would take cash for the parking session and enter the payment for the parking session on their account in the mobile parking payment application. This ensures that the parking session is logged, and the business is compensated for the payment they have made in the mobile parking payment application. Strategic partnerships with local businesses can serve to stimulate local business by increasing foot traffic in the businesses, and showcasing goods or services to visitors that may not have otherwise attended that location. This approach has been implemented in Galveston, Texas, and was mutually beneficial for the City as well as local businesses. It may be worthwhile to consider at a smaller scale in Bayham. Preferred Vendor and Cost Staff has reached out to Mobile Parking Application Vendors, and, if interested, Staff would recommend sole-sourcing to Honk Mobile as the Mobile Parking Payment Application provider. Costs would be $50 per month to administer the program including office software access to statistical reporting and the enforcement application. Included in the costs are signage as well as QR Codes and Tap Reader stickers. Honk would take a $0.35/transaction fee, which is agreed-upon when users complete a transaction. Honk would remit 100 percent of the Municipal fees collected for payment back to the Municipality of Bayham on a monthly basis. Honk Mobile are a Canadian Company based out of Toronto and have a proven track record of success in Ontario as they have strategic partnerships with the City of London and the City of Toronto and the Municipality of Central Elgin. Resident Discount Parking fees would need to be established by Council in a By-law, but there is an opportunity to offer permanent residents a discount. Honk has an option to offer residents of the Municipality of Bayham a yearly permit at a cost of $3.50 per vehicle. The $3.50 ensures full cost recovery in the operation of the program while allowing a discount for permanent residents who may already be subject to the tax levy, which currently pays for annual operations at the East Beach and, as noted earlier, is slated to be the primary funding mechanism for many upcoming beach improvements. Enforcement Staff are not recommending any changes to the current structure of the enforcement process or disputes. Any tickets issued would be disputed through the County of Elgin Provincial Offences Court and the ticket process would continue to be administered at the County Level. Enforcement revenue distribution is governed by way of Inter-municipal Service Agreement with the County of Elgin and the Municipality of Bayham receives all revenue associated with Parking Enforcement, save and except 10 percent, which is kept by the County to cover the costs of administration. Potential Revenue Implications There are approximately 150 spaces in the lots closest to the East Beach. Staff are proposing a daily rate of $20, and an hourly rate of $4 per hour. Staff did canvass other municipalities in the area that administer a paid parking program. Norfolk County has no day rate but sets an hourly rate of $4 per hour. Central Elgin have a daily rate of $20 and an hourly rate of $4 per hour. Norfolk County offer a discounted pass to residents at a cost of $35 per vehicle. If a daily rate of $20 is set, and all of the spaces are paid up at the day rate, the lot can generate a maximum revenue at a rate of $3,000 per day, $90,000 per month, and $360,000 May through August 2024. These numbers are based on a best-case scenario based on maximum utilization. It is notable that if Council opts to provide residents yearly parking passes at a discount, residents who utilize the parking lot would decrease the amount of revenue generated. Further, revenues are based on the day/time, where weekends (especially long weekends) are more heavily utilized than weekdays, and weather patterns will also impact beach parking revenue generation. In addition to the East Beach parking, Staff would recommend consideration of including the lot at the end of Pitt Street as well as Parking along Chatham Street within the scope of any rate-establishing by-law. If council decides to include those spaces it would amount to an increase of 108 spaces bringing the total number of paid spaces to 258. If Council desires and directs, all revenue from the implementation of paid parking can be allocated towards beach maintenance or the maintenance/rehabilitation of non-core infrastructure associated with the East Beach. Committee Input Council is also aware of the mandate of the Waterfront Advisory Committee (WAC), which covers such matters as East Beach parking as follows: “The Waterfront Advisory Committee will also receive information on and is responsible for providing general recommendations to Council regarding East Beach parking area amenities and matters regarding the East Pier.” Staff recommend referral of this Report to the April 15, 2024 meeting of the WAC for their input and recommendation prior to rendering a full decision; however, as the WAC is a Committee of Council, Council may proceed with a full decision without formal Committee input should Council desire it. If so, staff are seeking Council’s direction, specifically whether interest exists to consider this for a portion of the 2024 beach season as a pilot, or full implementation in 2025. If interested, staff seek further direction regarding areas subject to paid parking, applicable rates, and any formal direction of revenues into a reserve or reserves for use in support of beach matters. STRATEGIC PLAN 3.1: Quality of Governance > To undertake strategies and technology and knowledge capital investments that continuously improve a service-oriented governance approach in Bayham. Initiative(s): Continue to address and evaluate technology and communication opportunities 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Investigate options for moving services to full cost recovery 3.3: Quality of Governance > To strategically engage in partnerships, joint ventures and other collaborative activities that leverage the Municipality’s resources and capabilities in order to achieve enhanced efficiencies and benefits for the community and its residents. Initiative(s): Not applicable. RECOMMENDATION 1. THAT Report BL-02/24 re Port Burwell East Beach – Paid Parking Options be received; 2. AND THAT Council provide direction regarding paid parking options in support of the Port Burwell East Beach. Respectfully submitted: Reviewed by: Stephen Miller, MLEO (c), GDPA, Thomas Thayer, CMO, AOMC Licensed Paralegal LSO By-Law Enforcement Officer Chief Administrative Officer ZBA-06/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JACOB AND ELIZABETH UNGER LOCATION: 53579 CALTON LINE, CALTON TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-06/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, March 21st, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this Site-Specific By-law Amendment is to recognize and permit a Maximum Accessory Building Height of 4.9 m (16.0 ft) and Maximum Floor Area of 293.0 m2 (3,153.8 ft2) for the existing accessory buildings/structures, including a greenhouse, garage, and shed, that exceed the requirements in Section 9.5.1 and 9.7 of the Zoning By-law. The proposed Site-Specific By-law Amendment pertains to Consent Application E50-23 for a new residential lot that was Conditionally Approved by the Elgin County Land Division Committee on August 23, 2023. The proposed Site-Specific By-law Amendment to the current ‘Hamet Residential (HR)’ Zone would only apply to the proposed retained lot, not the severed lot. The subject lands are known as 53579 Calton Line, south side and east of Richmond Road. THE EFFECT of this By-law will be to recognize and permit a Maximum Floor Area of 293.0 m2 (3,153.8 ft2), whereas 75.0 m2 (807.3 ft2) is required, and a Maximum Accessory Building Height of 4.9 m (16.0 ft), whereas 4.5 m (14.7 ft) is required, for the existing accessory buildings/structures on the proposed retained lot by way of Site-Specific Exceptions to the HR Zone. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Wednesday, March 13, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 1st day of March 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca Hamlet of Calton ZBA-07/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: GREGORY UNDERHILL FARMS LTD. LOCATION: 54761 VIENNA LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-07/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, March 21st, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance, in Zoning By-law Z456-2003. The proposed Severed Lot is to be rezoned from ‘Agricultural (A1)’ Zone to ‘Rural Residential (RR)’ Zone. The proposed Retained Lot is to be rezoned from ‘A1’ to ‘Special Agricultural (A2)’ Zone to prohibit new dwellings. The subject lands are known as 54761 Vienna Line, south side, west of Brown Road and east of Woodworth Road. THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E6-24. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Wednesday, March 13, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 1st day of March 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-08/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: LANKHUIJZEN FARMS LTD. LOCATION: 55106 VIENNA LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-08/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, March 21st, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. . Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance, in Zoning By-law Z456-2003. The proposed Severed Lot is to be rezoned from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Rural Residential (RR-XX)’ Zone to permit a Rear Yard Depth of 3.0 metres, permit the existing oversized accessory building of 285 m2 and the prohibition of the keeping of livestock. The proposed Retained Lot would be rezoned from the A1 Zone to a Site-Specific Special Agricultural (A2-XX) Zone to prohibit new dwellings and recognize the existing supplementary farm dwelling. The subject lands are known as 55106 Vienna Line, north side of Vienna Line, east of Brown Road. THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E4-24. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Wednesday, March 13, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 1st day of March 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-01/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z769-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: SILVERTHORN o/a KUSTERMANS FEEDS 58224 HERITAGE LINE TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z769-2024 on the 7th day of March 2024 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Land Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later than the 28th day of March 2024 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law Amendment is to rezone a portion of the subject property, fronting Heritage Line, from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Farm Commercial (FC-1)’ Zone to permit an existing agricultural-related business/use for the importing and sale of animal feed and fertilizers for a Maximum Building Floor Area of 550.0 m2. The subject lands are known as 58224 Heritage Line, north side and west of County Road 55. THE EFFECT of this By-law will be to permit an existing agricultural-related business/use for the importing and sale of animal feed and fertilizers for a Maximum Building Floor Area of 550.0 m2 on a portion of the subject property. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection by contacting the municipal office. DATED AT THE MUNICIPALITY OF BAYHAM THIS 8TH DAY OF MARCH 2024. NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-02/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z770-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: UNDERHILL, R & L 54190 VIENNA LINE TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z770-2024 on the 7th day of March 2024 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Land Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later than the 28th day of March 2024 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance, in Zoning By-law Z456-2003. The proposed severed lot is to be rezoned from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Rural Residential (RR-49)’ Zone to recognize the existing minimum Front Yard Depth of 10.5 metres. The proposed retained lot is to be rezoned from ‘A1’ to ‘Special Agricultural (A2)’ Zone to prohibit new dwellings. The subject lands are known as 54190 Vienna Line, north side and west of Woodworth Road. THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E4-23. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection by contacting the municipal office. DATED AT THE MUNICIPALITY OF BAYHAM THIS 8TH DAY OF MARCH 2024. NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-03/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z771-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: WALL, SARA 6780 RICHMOND ROAD, CALTON TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z771-2024 on the 7th day of March 2024 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Land Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later than the 28th day of March 2024 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Institutional (I)’ Zone to a ‘Site-Specific Hamlet Residential (HR-13)’ Zone to recognize the existing Rear Yard Depth of 8.0 metres and to permit two (2) residential dwelling units, one (1) being an Additional Residential Unit, within the existing building/structure on the subject property. The subject lands are known as 6780 Richmond Road, east side and north of Calton Line. THE EFFECT of this By-law will be to permit the development of two (2) residential dwelling units, one (1) being an Additional Residential Unit, within the existing building/structure on the subject property. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection by contacting the municipal office. DATED AT THE MUNICIPALITY OF BAYHAM THIS 8TH DAY OF MARCH 2024. NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-04/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z772-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: GRAHAM, YORKE 11693 ELLIOTT ROAD TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z772-2024 on the 7th day of March 2024 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Land Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham no later than the 28th day of March 2024 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law Amendment is to rezone the subject property as a result of a severance for the creation of new residential lot, in Zoning By-law Z456-2003. Both the proposed retained and severed lot are to be rezoned from ‘Agricultural (A1)’ Zone to ‘Rural Residential (RR)’ Zone. The subject lands are known as 11693 Elliott Road, west side and north of Talbot Line. THE EFFECT of this By-law will be to recognize the residential nature of the retained lot and the newly created severed lot for a future dwelling, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E33-23. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a By-law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal unless, before the By-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection by contacting the municipal office. DATED AT THE MUNICIPALITY OF BAYHAM THIS 8TH DAY OF MARCH 2024. NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca OPA-01/24 PLANNING ACT NOTICE OF THE ADOPTION OF OFFICIAL PLAN AMENDMENT NO. 36 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: UNDERHILL FARMS LTD. LOCATION: 55032 VIENNA LINE TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-Law No. 2024-011 on the 7th day of March 2024 in accordance with Section 17 of the PLANNING ACT. THE PURPOSE of the Official Plan Amendment is to add a new site-specific sub-section to permit the severance of an existing dwelling made surplus through farm consolidation that does not conform to Section 2.1.7.1. The subject lands are located at 55032 Vienna Line, north side, and west of Brown Road. THE EFFECT of this Official Plan Amendment will be to permit the severance of a surplus farm dwelling from a farm parcel where more than one dwelling and severance of a surplus farm dwelling had previously occurred on the subject lands as a result of a farm consolidation. THE COMPLETE By-law 2024-011 and Official Plan Amendment No. 36 is available for inspection on the Bayham Municipal website: www.bayham.on.ca or by contacting the Municipal office (contact information below). ANY PERSON or public body is entitled to receive notice of the decision of the approval authority if a written request to be notified of the decision is made to the approval authority, namely the County of Elgin, County Administration Building, 450 Sunset Drive, St. Thomas, Ontario, Attention: Manager of Planning. The Official Plan Amendment is not exempt from approval under subsection 17(9) or (10) of the Act. DATED AT THE MUNICIPALITY OF BAYHAM THIS 8TH DAY OF MARCH 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham P.O. Box 160, 56169 Heritage Line Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-05/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: CHR FARMS LTD. LOCATION: 56573 CALTON LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-05/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, April 4th, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance, in Zoning By-law Z456-2003. The proposed Severed Lot is to be rezoned from the ‘Site-Specific Agricultural (A1-A-34)’ Zone to a ‘Site-Specific Rural Residential (RR-XX)’ Zone to permit a Rear Yard Depth of 3.8 metres from the existing garage to remain. The proposed Retained Lot is to be rezoned from the ‘A1-A-34’ Zone to a ‘Site-Specific Special Agricultural (A2-XX)’ Zone to prohibit new dwellings, recognize and permit a maximum of three (3) supplementary farm dwellings in portions of the two (2) existing buildings to accommodate seasonal farm labourers, permit a minimum Side Yard Depth of 7.2 metres from the existing barn to remain, and prohibit any new supplementary farm dwellings. The subject lands are known as 56573 Calton Line, south side of Calton Line, and east of Plank Road. THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E8-24 that was Conditionally Approved on February 28th, 2024. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Wednesday, March 27, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 15th day of March 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-11/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JACOB AND KATHARINA PETERS LOCATION: 9704 PLANK ROAD, STRAFFORDVILLE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-11/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, April 4th, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Village Residential (R1)’ Zone to a ‘Site-Specific Village Residential (R1-XX)’ Zone in order to permit a proposed accessory structure (detached garage) on the subject property with a Maximum Height of 5.2 m (17.1 ft), whereas 4.5 metres is required, and a Maximum Floor Area of 149.0 m2 (1,603.8 ft2), whereas 75.0 m2 (484.4 ft2) is required. The subject property is known as 9704 Plank Road, east side, and north of Heritage Line. THE EFFECT of this By-law will be to permit a new accessory structure (detached garage) on the subject property with a Maximum Height of 5.2 m (17.1 ft) and Maximum Floor Area of 149.0 m2 (1,603.8 ft2) by way of Site-Specific Exceptions to the current R1 Zone. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Wednesday, March 27, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 15th day of March 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca Village of Straffordville REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: March 21, 2024 REPORT: DS-14/24 FILE NO. C-07 / D08 SUBJECT: OFFICIAL PLAN CONFORMITY REVIEW 2024 - ESTIMATED TIMELINES AND ASSOCIATED BUDGET/FEES BACKGROUND At its October 3, 2023 Special Budget meeting, Council received the draft 2024-2033 Capital Bugdet. The Budget included Capital Item No. PD-01 – Official Plan Comprehensive Review, at a budgeted value of $25,000. Council adopted the draft Capital Budget in principle. On January 18, 2024, Council considered Report DS-03/24 re Official Plan Conformity Review 2024 – Public Engagement and Community Strategy Options. Council passed the following motion: Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report DS-03/24 re Official Plan Conformity Review 2024 – Public Engagement and Community Strategy Options be received for information; AND THAT staff be directed to proceed with Scenario 1; AND THAT Arcadis prepare a detailed work plan outlining the scope of work, estimated timelines, and associated budget/fees to formally initiate the Official Plan Conformity Review 2024. At its February 27, 2024 Special Meeting of Council, Council received Report TR-07/24 re 2023 Surplus Allocation. The Report proposed a $40,000 transfer into the Planning Reserve to set aside funds for the Official Plan Conformity Review. Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Emerson Staff Report DS-14/24 OPCR Change Order 2 THAT Report TR-07/24 re 2023 Surplus Allocation be received for information; AND THAT Council confirm the 2023 Surplus Transfer Report as attached to Report TR-07/24 as Appendix ‘A’; AND THAT Council confirm the 2023 Revised Reserves, Reverse Funds, and Deferred Revenue Report as attached to Report TR-07/24 as Appendix ‘B’; AND THAT Council confirm the 2023 Sale of Assets Report as attached to Report TR- 07/24 as Appendix “C’; AND THAT Council direct staff to bring forward an updated Surplus of Assets report for all departments of the Municipality. DISCUSSION On December 21, 2023 the Municipality of Bayham entered into a formal Consulting Services Agreement (the “Agreement”) between Arcadis and the Municipality of Bayham. In accordance with Council’s direction from January 18, 2024, a Form of Change Order to the Agreement is required to initiate the Official Plan Conformity Review (OPCR) process. With Council’s approval, Arcadis and the Municipality will adopt the attached Form of Change Order, dated February 16, 2024, that which provides details of the process, timelines, and budget/fees. The Form of Change Order No. 2: Section 1 – Scope of Amendment lays out the OPCR Work Phases with the corresponding Tasks to be completed for each Phase. Section 2 – Payment and Reimbursement Amendment details the Activity/Task with the Estimated Fee associated with each Phase. Section 3 – Schedule Amendment details the Estimated Completion timelines. The estimated fee for the completion of the OPCR is $60,000. The amount included in the 2024 Capital Budget is $25,000. In addition, on February 27, 2024, Council approved the transfer of $40,000 of the year-end surplus to the Planning Reserve. With this financial commitment, the OPCR is fully funded. Staff will endeavour to monitor the process and look for any cost savings where we can. STRATEGIC PLAN 1.1: Quality of Place > To invest in community infrastructure initiatives that create an effective foundation that contribute to Bayham’s quality of life and economic prospects. Initiative(s): Focus on strategically encouraging urban development and growth 2.2: Quality of Life > To ensure through planning and related strategies, a diversity of affordable housing opportunities that meet the needs of new and current residents. Staff Report DS-14/24 OPCR Change Order 3 Initiative(s): Encourage the development of affordable housing, where applicable Review the Official Plan Encourage a mix of housing types in any proposed development ATTACHMENTS: 1. Arcadis Form of Change Order No. 2, dated February 16, 2024 RECOMMENDATION THAT Report DS-14/24 re Official Plan Conformity Review 2024 – Estimated Timelines and Associated Budget/Fees be received for information; AND THAT Council approve the Arcadis Professional Services (Canada) Inc. Form of Change Order No. 2 to formally initiate the Official Plan Conformity Review 2024 in the quoted amount of $60,000 + HST; AND THAT the funding for this project be allocated from the Planning Reserve and the 2024 Capital Budget. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator/Deputy Clerk Chief Administrative Officer 1 Arcadis Professional Services (Canada) Inc. 101-410 Albert Street Waterloo, Ontario N2L 3V3 Phone: 519 585 2255 www.arcadis.com Form of Change Order Client Name & Address: Municipality of Bayham 56169 Heritage Line PO Box 160 Straffordville, ON N0J 1Y0 Effective Date of Change Order: February 16, 2024 Arcadis Project Manager: Christian Tsimenidis Project No.: 3404 Change Order No.: 2 Project Name: Municipality of Bayham Arcadis Professional Services (Canada) Inc. (Arcadis) and the Municipality of Bayham refer to the Consulting Services Agreement dated October 31, 2023, between Arcadis and the Municipality of Bayham (the “Agreement”). Change Order to Agreement: Arcadis and the Client agree to amend the Agreement through this Change Order, as follows: Section 1 – Scope of Amendment: Arcadis and the Client agree to the following changes to the Client Services pursuant to this Change Order: In support of your project, Arcadis will provide you with the following services and deliverables (collectively, the “Services”). ACTIVITY A4.2 OFFICIAL PLAN CONFORMITY REVIEW Public policy and land use policies are anticipated to adapt to changing circumstances. The Municipality of Bayham Official Plan was approved in 2019 and while there have been amendments from time to time, the Planning Act requires consideration of a 5 Year Review to ensure that the policies are reflective of changing times and meeting public and private needs. Elgin County is within the final stages of completing the review of their Official Plan, the Provincial Policy Statement (PPS) was amended in 2020, and the 5-Year Review of the Bayham Official Plan should now be undertaken. We believe that we all agree that times are different from 2019 and provincial and municipal focus is directed to the housing crisis and affordability matters as a priority. The intent and purpose of this Change Order is to outline the scope of work and associated fees necessary to provide for a community based and Council directed review of the 2019 Official Plan to modernize and ensure that the policies and framework guiding public decision and private investment are brought into conformity with the Elgin County Official Plan and provincial plans. Further, this Change Order incorporates Council’s direction from the January 18th, 2024, Council Meeting to proceed with “Scenario 1” regarding the preferred Public Engagement and Communication Strategy Options noted in Arcadis’s Memo dated January 5, 2024. It is noted that the Province is further evaluating modifications to the PPS and the timing of any legislation is anticipated in 2024. Depending on the timing, any changes to the PPS could be considered within the Official Plan Conformity Review or after. We propose to complete the Official Plan Conformity Review in Five (5) Phases and anticipate that the Official Plan Conformity Review to adoption of a new Official Plan would be completed in 2024 and the approval by ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 2 Elgin County could be completed in early 2025. We want the Official Plan to encourage interest and engagement and therefore, would suggest that all materials include the following: Phase One – Official Plan Conformity Review Initiation We would address the statutory requirements for informing the community that the Official Plan Conformity Review has been initiated, advise of the proposed schedule of the review, how the community could keep informed and participate, and provide the materials to the Municipality to set up a specific Official Plan Review link within the Municipality’s website and to provide on-line communication tools. Phase Two – Consultation and Policy Review/Analysis We would prepare the materials/notices, work with the Municipality to prepare for, participate and review comments received through one (1) public open house, website, and other sources. We would be available to consult with individuals in-person for one (1) day and virtually for one (1) day. We would review and analyze relevant public policies. We would meet with Municipal departments and agencies as needed. Phase Three – 1st Draft of Official Plan Based on comments received and our review and analysis we would prepare the 1st Draft of the Official Plan. We would provide a presentation to council the highlights of the 1st Draft of the Official Plan. We would prepare the materials/notices, work with the Municipality to prepare for and participate at one (1) public open house. We would forward the 1st Draft to Municipal departments and relevant agencies. We would review comments received through the one (1) public open house, website, and other sources. We would be available to consult with individuals in-person for one (1) day and virtually for one (1) day. We would review comments from Municipal departments and agencies. Phase Four – Final Draft and Adoption of Official Plan Based on comments received through Phase Three, we would appropriately modify the 1st Draft of the Official Plan. We would provide a summary of comments received and response. We would prepare a presentation to Council related to Official Plan Conformity Review and adoption of the Official Plan. We would prepare the legislated requirements for adoption of the Official Plan. We would work with Municipal Staff to prepare the statutory requirements to Elgin County for their review and approval of the Official Plan. Phase Five – Approval of Official Plan We would work with the Municipality and Elgin County to provide for the approval of the Official Plan in a timely manner and respond to comments received. We would provide a presentation to council related to the approval of the Official Plan. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 3 PHASE ONE OFFICIAL PLAN CONFORMITY REVIEW INITIATION Task A4.2.1.1 Coordination Meeting We would prepare for and participate at a virtual meeting with Municipal Staff to the schedule the Council meeting to secure approval for the decision to formally proceed with the Official Plan Conformity Review, to schedule the date and location for the one (1) Open House in Phase Two, to set up the Municipal website link and specific e-mail address, and to outline the materials to be provided. Task A4.2.1.2 Supporting Materials We would prepare the staff report for Council to formally initiate the Official Plan Conformity Review. We would prepare the graphic materials to be made available on the Municipal website (how to get involved, proposed schedule etc.) and identify the required links to additional materials (approved Official Plan etc.). We would prepare a draft press release announcing the initiation of the Official Plan Review and finalize it based on your comments on the draft. We would work with Municipal Staff to develop a contact list for circulations and to develop an engagement/participation list. Task A4.2.1.3 Council Meeting We would prepare for and participate virtually at the Council meeting to initiate the Official Plan Conformity Review. We would facilitate a discussion with Council to determine a brand/slogan for the Official Plan Conformity Review process (e.g. “The Bayham Plan – Shaping Our Future”). We would prepare a PowerPoint presentation with an overview of the process, how to be engaged and key issues/topics. PHASE TWO CONSULTATION AND POLICY REVIEW/ANALYSIS Task A4.2.2.1 Notices We would work with the Municipality to prepare the Notice for the one (1) Open House (Straffordville or Vienna depending on availability and required space). We would prepare the graphic materials to be made available on the Municipal website (how to get involved, proposed schedule etc.) and identify the required links to additional materials. We would work with Municipal Staff to update the contact list for circulations and the engagement/participation list. Note: The Municipal Staff would be responsible to circulate the notice and information. We would prepare notice to Municipal department heads for their comments related to matters that should be included within the Official Plan. We would prepare notice to public agencies advising of the review of the Official Plan and their opportunity to provide comments. Task A4.2.2.2 Public Open House We would prepare the graphic materials to be available at the Open House. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 4 We would prepare for and participate at the Open House. We would prepare a PowerPoint Presentation with an overview of the process, how to be engaged and highlighting key policies. Task A4.2.2.3 Policy Review/Analysis We would review and analyze relevant public policies to guide the preparation of the new Official Plan. We would review other Municipal best practices. Task A4.2.2.4 Municipal Office and Virtual Meetings We would be available at the Municipal office in Straffordville for scheduled meetings with individuals and groups to discuss their comments and concerns. One (1) day in-person and one (1) day virtually, which would be advised to the public, would be set aside in coordination with Municipal Staff after the one (1) Open House in Phase Two. Task A4.2.2.5 Municipal Department Meeting We would prepare and participate at a virtual meeting with Municipal department heads for their comments and concerns. Task A4.2.2.6 County and Agency Meetings We would coordinate, prepare for and participate at virtual meetings with the County and agencies (Conservation Authority etc.) Task A4.2.2.7 Review of Comments Received We would review comments received and prepare and maintain a comment received and response document. PHASE THREE 1st DRAFT OF OFFICIAL PLAN Task A4.2.3.1 Preparation of 1st Draft Official Plan Based on the comments received and the review and analysis, we would prepare the 1st Draft of the Official Plan. We would prepare a brief overview/summary of the 1st Draft of the Official Plan for council. Task A4.2.3.2 Council Meeting We would prepare for and participate virtually, or in person if you preferred, at a Council meeting to discuss an overview of the 1st Draft of the Official Plan prior to the one (1) Public Open House. Task A4.2.3.3 Notices We would work with the Municipality to prepare the Notice for the one (1) Open House (Straffordville or Vienna depending on availability and required space). We would prepare the graphic materials to be made available on the Municipal website (how to get involved, proposed schedule etc.) and identify the required links to additional materials. We would work with Municipal Staff to update the contact list for circulations and the engagement/participation list. Note: Municipal Staff would be responsible to circulate the notice and information. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 5 Task A4.2.3.4 Public Open House We would prepare the graphic materials to be available at the one (1) Open House. We would prepare for and participate at the one (1) Open House. We would prepare a PowerPoint Presentation highlighting the key policies and summary of comments received. Task A4.2.3.5 Municipal Office and Virtual Meetings We would be available at the Municipal office in Straffordville for scheduled meetings with individuals and groups to discuss their comments and concerns. One (1) day in-person and one (1) day virtually, which would be advised to the public, would be set aside in coordination with Municipal Staff after the one (1) Open House in Phase Three. Task A4.2.3.6 County and Agency Meetings We would coordinate, prepare for and participate at virtual meetings with the County and agencies (Conservation Authority, etc.) Task A4.2.3.7 Review of Comments Received We would review comments received and prepare and maintain a comment received and response document. PHASE FOUR FINAL DRAFT AND ADOPTION OF OFFICIAL PLAN Task A4.2.4.1 Prepare Final Draft Official Plan Based on comments received we would update the 1st Draft Official Plan as necessary. Task A4.2.4.2 Notices We would work with the Municipality to prepare the Notice for the Statutory Public meeting (Straffordville). We would prepare the graphic materials to be made available on the Municipal website (how to get involved, proposed schedule etc.) and identify the required links to additional materials. We would work with Municipal Staff to update the contact list for circulations and the engagement/participation list. Note: Municipal Staff would be responsible to circulate the notice and information. Task A4.2.4.3 Statutory Public Meeting We would prepare for and participate in-person at the Statutory Public Meeting. We would prepare a PowerPoint Presentation highlighting the key policies and summary of comments received. We would monitor the discussion and respond to any clarifications. Task A4.2.4.4 Supplemental Meetings If required, we would participate virtually at meetings to consider additional modifications. Task A4.2.4.5 Modify Final Draft Official Plan Based on all comments received, which would include the comments received from the Elgin County, we would prepare a final Draft Official Plan. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 6 Task A4.2.4.6 Council Meeting We would prepare for and participate in-person at the Council Meeting. We would prepare a PowerPoint Presentation highlighting the key policies and summary of comments received. We would monitor the discussion and respond to any clarifications. PHASE FIVE APPROVAL OF OFFICIAL PLAN Task A4.2.5.1 Statutory Submission We would work with Municipal Staff to prepare and submit the statutory requirements to Elgin County. Task A4.2.5.2 Meetings If required, we would prepare for and participate at virtual meetings with the County planning staff. Task A4.2.5.3 Support for Approval If required, we would review comments received and provide direction. Task A4.2.5.4 Review of Notice of Decision We would review the Notice of Decision and provide a summary to the Municipality. ADDITIONAL CLARIFICATIONS MUNICIPAL WEBSITE The Municipality will be responsible for all updates to, and cost associated with maintaining the Official Plan Conformity Review pages. PROJECT EMAIL The Municipality will be responsible for monitoring and maintaining the Project Email for the Official Plan Conformity Review and forwarding the email to the Project Manager at their cost. PHASE TWO Should Council direct additional in-person or virtual meetings be held; the meeting would be based on the required Times and Materials basis. PHASE THREE Should Council direct additional in-person or virtual meetings be held; the meeting would be based on the required Times and Materials basis. PHASE FOUR Should Council direct additional in-person or virtual meetings be held; the meeting would be based on the required Times and Materials basis. PHASE FIVE With regard to addressing comments related to the adopted Official Plan and what is required to obtain the Notice of Decision, given the uncertainty of County comments received and the effort necessary to address, should any changes, modifications be required, we would provide prior to undertaking an estimated scope of work and associated fees. Therefore, no budget has been allocated to this supplementary work should it be required. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 7 Section 2 – Payment and Reimbursement Amendment: The change in the payment amount(s), or reimbursable amounts, as originally set out in the Agreement, is as follows: ACTIVITY/TASK ESTIMATED FEE (Time and Materials)* ACTIVITY A4.2 OFFICIAL PLAN CONFORMITY REVIEW PHASE ONE Official Plan Conformity Review Initiation $5,000.00 PHASE TWO Consultation and Policy Review/Analysis $25,000.00 PHASE THREE 1st Draft of Official Plan $17,000.00 PHASE FOUR Final Draft and Adoption of Official Plan $10,000.00 PHASE FIVE** Approval of Official Plan $3,000.00 Totals (Excluding Expenses and HST) $60,000.00 *As noted in the Table above all Labour is to be undertaken on a Time and Materials basis given the uncertainty for the time and effort needed to complete the tasks. As a guide a placeholder of the value has been included which may or may not represent the values of Labour necessary. We will keep you informed of the proposed budget estimates for each Phase. **PHASE FIVE - Should consultant work to address comments be required, we would provide the required scope of work and associated fees prior to undertaking the modifications. Time and Materials: you agree to pay Arcadis for the hours worked and expenses incurred at the rates and terms set out below: Labour Categories & Hourly Labour Rates: Arcadis’ Rate Schedule (per original contract) Expenses: Reimbursed at Cost Total Estimated Time and Materials Cost: $60,000.00 plus expenses and applicable taxes. The other terms relating to this project are set out in our Standard Terms & Conditions, as outlined in our original contract. The Municipality agrees that they are responsible for all costs related to notices and booking fees of facilities required for and related to the consultation program of the Official Plan Conformity Review. If it assists the Municipality for budgeting purposes in 2024 and into 2025, we would accept 50% payment of the above noted total fee in 2024 and the remainder being deferred to the first half of 2025. Section 3 – Schedule Amendment: The change in the scope of the Client Services described above includes the corresponding change in the schedule for the provision and delivery of the Client Services, as set out below: We will initiate the work immediately upon receipt of this Change Order executed by the Client. The following schedule has also been prepared to provide an approximate timeline for the completion of each task noted in Section 1 of this document: ACTIVITY/TASK ESTIMATED COMPLETION* OFFICIAL PLAN CONFORMITY REVIEW PHASE ONE Official Plan Conformity Review Initiation February - March 2024 PHASE TWO Consultation and Policy Review/Analysis March - May 2024 PHASE THREE 1st Draft of Official Plan June - September 2024 PHASE FOUR Final Draft and Adoption of Official Plan October – November 2024 PHASE FIVE** Approval of Official Plan December 2024 – 1st Quarter 2025 *As noted in the Table above, the completion dates for each task are estimations given the degree of uncertainty to complete the tasks based on scheduling and timing of others (notably public participation scheduling and modifications to the PPS by the Province that may occur during the project). ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Municipality of Bayham Change Order 2 – February 16, 2024 FormofChangeOrder-Version2 8 Change Order: The defined terms used in this Change Order, have the meaning ascribed to them in the Agreement. The Client Services, fees and expenses and corresponding schedule are revised as stated above. Except as specifically modified in this Change Order, the Client’s provision of the Services under the Agreement shall be carried out and executed in accordance with, and subject to, the terms and conditions of the Agreement. ARCADIS PROFESSIONAL SERVICES (CANADA) INC. Name: Douglas W. Stewart, MCIP, RPP Name: Victor Labreche, MCIP, RPP Title: Associate Manager - Planning Title: Associate Principal Practice Lead, Planning MUNICIPALITY OF BAYHAM Name: Name: Title: Title: I/We have the authority to bind the Municipality of Bayham. https://arcadiso365.sharepoint.com/sites/Projects2/3404/Shared Documents/1.0 Contracts & Proposals/3_2024-OP-Review_CO/PTK_CO2_Official-Plan-Review_2024-02-16.docx\2024-02-16\BW REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: March 21, 2024 REPORT: DS-15/24 FILE NO. C-07 / D09.24BERG Roll # 3401-000-005-06400 SUBJECT: Consent Application E18-24 Bergen 10564 Culloden Raod, North Hall BACKGROUND Consent application E18-24 was received from the Elgin County Land Division Committee, as submitted by Appointed Agent Jesse Froese on behalf of Aganeta Bergen, proposing to sever a parcel located at 10564 Culloden Road, east side, and north of Eden Line in the Hamlet of North Hall. The applicant is requesting consent to sever a parcel of 0.24 hectares (0.59 acres) and to retain 7.90 hectares (19.5 acres) of land with the intent to create one (1) new residential lot with an existing single-detached dwelling and to retain vacant lands to build a future single-detached dwelling. The subject land front portion is designated “Hamlets” and the rear portion “Agriculture” on Schedule ‘A1’ Land Use of the Official Plan. The severed lot and front portion of the proposed retained lot are both zoned Holding Hamlet Residential (HR(h1)) on Schedule ‘C’ North Hall. The rear portion of the retained lot is zoned “Agricultural (A1) Zone on Schedule ‘A’, Map No. 1 of Zoning By-law Z456- 2003. Elgin County Land Division Committee will consider the application on March 27, 2024. DISCUSSION The planner’s memorandum attached, dated March 11, 2024, analyzes the application subject to the Municipality of Bayham Official Plan and Zoning By-law. The standard conditions would include: engineered storm water management with drainage/grading plan, civic numbering signage for the severed lot, survey, cash in lieu payment for the creation of a lot, and the planning report fee. Other conditions apply regarding a new County Road access for the Staff Report DS-15/24 Bergen 2 severed lot, drain deposit for reassessment, and installation of a well for the severed lot. Staff and municipal planner recommend the support of the consent application for the creation of one residential dwelling lot fronting on Culloden Road in the hamlet of North Hall with the recommended conditions. STRATEGIC PLAN Not Applicable. ATTACHMENTS 1. Consent Application E18-24 2. Aerial Map – 10564 Culloden Road 3. Arcadis Memorandum, dated March 11, 2024 RECOMMENDATION THAT Report DS-15/24 regarding the Consent Application E18-24 Bergen be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E18-24 be granted subject to the following conditions and considerations: 1. The Owner obtains approval of a Zoning By-law Amendment for the proposed retained lot from “Agricultural” (A1) to a Site-specific Agricultural (A1) zone to recognize the existing Lot Area deficiency of 7.9 hectares, existing Lot Frontage deficiency of 20.0 metres and permit a Side Yard Depth of 2.8 metres for the existing accessory building/structure. 2. The Owner obtains approval of a Zoning By-law Amendment for the removal of the h1 Holding Provision for the proposed severed lot. 3. The Owner obtain an access permit from the County of Elgin to create a new independent access to the proposed severed lot from Culloden Road built to support the weight of fire apparatus. 4. The Owner install an individual private well on the severed lot providing the municipality with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety. 5. The Owner provide an engineered grading, drainage and storm water management plan for both parcels to show outlets and to demonstrate that the lot will drain properly with no negative impacts on the neighbouring lands or the road, all to the satisfaction of the Municipality. 6. The Owner obtain confirmation from Hydro One regarding the provision of hydro services, specifically whether new independent hydro servicing is required for each lot, or, alternatively, whether maintenance easements are required over the existing hydro servicing on the severed and retained lots. 7. That the Owner initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for the Bartley 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. Staff Report DS-15/24 Bergen 3 8. The Owner pay the Cash in Lieu of Parkland Dedication fee to the Municipality as required in Municipal By-law No. 2020-053. 9. The Owner provide a digital copy of the registered plan of survey of the subject land to the Municipality. 10. The Owner purchase a civic number sign for the severed lot from the Municipality. 11. The Owner pay the planning report fee due and payable to the Municipality upon consent approval. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer © Latitude Geographics Group Ltd. 0.2 THIS MAP IS NOT TO BE USED FOR NAVIGATION WGS_1984_Web_Mercator_Auxiliary_Sphere Kilometers0.2 Notes Legend This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. 0.110 1:4,407 10564 Culloden Road Elgin County Parcels E911 Boundary Elgin Road Network Elgin Road Network Elgin Road Network Lagoons World Imagery 101-410 Albert Street Waterloo, ON, N2L 3V3 Memorandum To/Attention Municipality of Bayham Date March 11, 2024 From Christian Tsimenidis, BES Project No 3404 - 930 cc William Pol, MCIP, RPP Subject Aganeta Bergen - 10564 Culloden Road, North Hall - Application for Consent E18-24 Background and Summary 1. Arcadis has completed a review of Consent Application E18-24 submitted by Jesse Froese on behalf of Aganeta Bergen, owner of the subject property identified as 10564 Culloden Road, east side, and north of Eden Line in the Hamlet of North Hall. The applicant is requesting Consent to sever an approximate land area of 2,500.0 square metres (0.25 hectares) and to retain 78,900.0 square metres (7.89 hectares) of land. The intent is to create one (1) new residential lot to accommodate the existing single-detached dwelling and to build a future single-detached dwelling on the proposed retained lot. 2. The proposed severed lot has a lot frontage of 31.42 metres (103.1 feet) and lot depth of 76.1 metres (249.7 feet) to accommodate the existing single-detached dwelling and one (1) accessory shed. As per the applicant’s Severance Sketch, this existing dwelling has an approximate building area of 111.8 square metres (1,203.4 square feet) and it is understood this dwelling will remain unaltered. The proposed retained lot has a lot frontage of 20.18 metres (66.2 feet) and lot depth of 330.58 metres (1,084.6 feet) to accommodate the existing two (2) storage buildings and one (1) shed. As per the applicant, it is understood that these outbuildings are not used for housing livestock. A future single-detached dwelling is proposed on the retained lot. 3. The existing driveway access from Culloden Road would remain unaltered and be utilized for the proposed retained lot. A new driveway access is proposed for the proposed severed lot. Given that Culloden Road is identified as a County Road, as a Condition of Approval, the owner would be required to obtain an access permit from the Elgin County. 4. The subject property is currently serviced by both private well and septic services. The proposed severed lot accommodating the existing single-detached dwelling would continue to utilize the existing private septic services, however, it is understood that the existing private well is located outside of the proposed severed lot. Therefore, as a Condition of Approval, the owner will be required to install a new private well ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 2 servicing the existing single-detached dwelling. The proposed retained lot would require new private well and septic services if the owner wishes to develop a new single-detached dwelling, which will be addressed at the Building Permit Application stage. 5. The subject property is traversed by existing overhead hydro lines and poles that power the existing single-detached dwelling on the proposed severed lot, as well as the existing outbuildings on the proposed retained lot. As such, given that the existing overhead hydro lines would traverse through the proposed retained lot, into the severed lot, then back into the retained lot, it is our opinion that either new independent hydro servicing to each lot should be implemented, or alternatively, maintenance easements over the existing hydro poles and lines are established to ensure there are no future maintenance issues or disputes between the severed lot owner and retained lot owner. Arcadis did not receive comments from Hydro One regarding the provision of hydro servicing to the proposed severed and retained lots at the time this Memo was prepared. As such, please refer to the Conditions of Approval in this Memo. 6. The subject property is designated both ‘Hamlet’ (North Hall) and ‘Agriculture’ as per Schedule ‘A1’ (Land Use) of the Municipality of Bayham Official Plan. The entirety of the proposed severed lot is located within the ‘Hamlet’ land use designation, while only the front portion of the proposed retained lot is designated ‘Hamlet’, and the rear portion is designated ‘Agriculture’. This means the rear portion of the proposed retained lot is located outside of the Hamlet of North Hall boundary. The proposed severed lot and front portion of the proposed retained lot are both zoned ‘Holding Hamlet Residential ((HR(h1))’ on Schedule ‘C’ of Zoning By-law Z456-2003. The rear portion of the retained lot is zoned ‘Agricultural (A1)’ Zone on Schedule ‘A’, Map No.1 of the Zoning By-law. 7. The subject property is surrounded by low-rise residential uses along Culloden Line, running north and south, being located within the Hamlet of North Hall. Limited commercial and institutional uses are located along Eden Line, south of the subject property. The rear portion of the subject property abuts agricultural lands to the east, as well as a small tributary and natural vegetation. It is our understanding that these features are not regulated by the Long Point Region Conservation Authority. Municipality of Bayham Official Plan 8. Section 4.2.2.1 of the Municipality of Bayham Official Plan provides direction with respect to ‘General Policies Applicable to all Settlement Areas’, specifically residential uses. As such, this policy of the Official Plan encourages new residential development within existing settlement areas, like the Hamlet of North Hall, by filling in the vacant areas and locating new residential development adjacent to existing built-up areas in a compact and contiguous fashion. Further, Section 4.2.4 of the Official Plan provides further direction with respect to the ‘Intensification and ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 3 Redevelopment’ within settlement area boundaries on vacant or underutilized sites in order to efficiently utilize designated settlement area land. Comment: It is Arcadis’s opinion that the creation of one (1) new residential lot within the Hamlet of North Hall to accommodate the existing single-detached dwelling on the severed lot makes efficient use of developable lands in a settlement area and is in conformity with the Official Plan general residential policies. 9. The Bayham Official Plan designates the front portion of the subject property as ‘Hamlet’ in Schedule ‘A1’ (Land Use). As per Section 4.4.1.2 of the Official Plan, the ‘Hamlet’ designation permits a broad range of uses, including residential dwellings, variety stores, public garages, schools, churches and small scale commercial and industrial uses. Section 4.4.2.1 of the Official Plan further states that the principal land use function of ‘Hamlets’ shall be for clusters of non-farm residential development in the form of single detached dwellings, and other low or medium density types of dwellings. Comment: The existing single-detached dwelling is considered a permitted use in the Official Plan and meets the intent of the ‘Hamlet’ land use designation, as low- rise residential dwellings are strongly encouraged. Therefore, the proposed use for the severed lot is permitted and in conformity with the above noted Official Plan policy. 10. Section 4.4.2.2 of the Official Plan regarding consents on Residential Lands in Hamlets sets out the following criteria for a consent: a) Consents shall be granted only in areas where the minor, or no extension of any municipal service would be required. Any services required in a consent should be satisfactory to the appropriate approval authority. Comment: The proposed severed lot would utilize the existing private septic system, however, it is understood that the existing private well is located outside of the proposes severed lot. Therefore, as a Condition of Approval, the owner will be required to install a new private well servicing the existing single- detached dwelling. The proposed retained lot would require new private well and septic systems. The Hamlet of North Hall does not have municipal servicing. b) Consents should be granted only when the land fronts on an existing public road, which is of a reasonable standard of construction. Comment: Both the proposed severed and retained lot would have continued frontage along Culloden Road. c) Consents should have the effect of infilling in existing developed areas and not of extending the Hamlet area unduly. Comment: The proposed severed lot would accommodate existing development (single-detached dwelling) within the Hamlet of North Hall, thus not ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 4 extending the Hamlet area. The rear portion of the proposed retained lot, though located outside of hamlet boundary, would be permit a single-detached dwelling as-of-right in the current ‘Agricultural (A1)’ Zone. d) The size of any parcel of land created by a consent should be appropriate for the use proposed considering the public services available and the soil conditions, and in no case should any parcel be created which does not conform to the provisions of the Zoning By-law. Comment: The proposed severed lot size (and frontage) is adequate to accommodate low-density residential uses in accordance with the Zoning By- law and has sufficient space for private servicing. e) Direct access from major roads should be restricted and residential lots should, where possible, have access only from internal residential roads. Comment: Culloden Road is identified as an Elgin County Road. Arcadis will defer comment to Elgin County with respect to the proposed location of the new driveway for the proposed severed lot. It is understood that the existing driveway will remain as it exists today in order to provide access to the proposed retained lot. As a Condition of Approval, Arcadis is requesting that the owner obtain an access permit from Elgin County for the proposed new access. f) Consents should not be granted for land adjacent to a road from which access is to be obtained where a traffic hazard would be created because of limited sight lines on curves or grades. Comment: Culloden Road, north of Eden Line, can be described as a straight and flat Elgin County Road with numerous existing private driveways along the road. It is our opinion that an additional driveway would not have adverse impacts with respect to traffic safety and limited sight lines. As mentioned above, Arcadis will defer comment to Elgin County with respect to the proposed location and impacts of the new driveway for the proposed severed lot. g) Consents should be granted only when the creation of the lot will not interfere with subsequent access to interior lands. Comment: The proposed severance for the creation of a residential lot will not interfere with subsequent access to the retained portion of the subject property extending past the hamlet boundary. A 20 metre wide frontage and/or access is provided along the street-facing portion of the retained lot, thus providing adequate access to the retained parcel. The proposed lot configuration also prevents a severance resulting in a landlocked parcel. It is also Arcadis’s opinion that the proposed configuration provides sufficient space and/or opportunity for a future street access leading into the retained lot, should the ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 5 Hamlet of North Hall be expanded in the future to include the agricultural lands/retained lot. h) Consents for mortgage, estate, or other boundary adjustment purposes shall be permitted provided that they adhere to principles of good planning, do not cause land use conflicts and conform to the provisions of the Zoning By-law. Comment: Not applicable. Based on the above, the proposed Consent Application is in conformity with the criteria listed in Section 4.4.2.2 of the Official Plan, subject to the below listed Conditions of Approval. 11. As previously mentioned, the rear portion (and majority of) the proposed retained lot is within the ‘Agriculture’ designation. The existing buildings and uses on the proposed retained lot area permitted within the ‘Agriculture’ designation, as well as the future single-detached dwelling in support of the primary use. Given that the creation of a new will be occurring within the ‘Hamlet’ designation and not the ‘Agriculture’ designation, it is our opinion that the proposed Consent Application is in keeping with the ‘Agriculture’ severance policies of the Official Plan. Further, it is our understanding that the existing portion designated ‘Agriculture' is already limited in size due to the existing fragmented nature of the site. Further, the subject property is transversed by woodlands and a tributary, thus limiting opportunity for a scaled agricultural operation. It is further understood that the existing outbuildings on the retained lot are not used for housing livestock, therefore, Minimum Distance Separation conflicts are not anticipated. 12. Therefore, based on the analysis provided above, it is our opinion that the proposed consent is in conformity with Bayham Official Plan, subject to the below listed Conditions of Approval. Municipality of Bayham Zoning By-law 13. The proposed severed lot and front portion of the proposed retained lot are zoned ‘Holding Hamlet Residential ((HR(h1))’ on Schedule ‘C’ of Zoning By-law Z456- 2003. The rear portion of the retained lot is zoned ‘Agricultural (A1)’ Zone on Schedule ‘A’, Map No.1 of the Zoning By-law, being outside of the Hamlet of North Hall boundary. 14. With respect to the proposed severed lot, the existing single-detached dwelling is listed as a permitted in Section 9.1 of the Zoning By-law. The proposed severed lot also meets minimum lot area of 1,390 m2 for lots on full private servicing, as well as the minimum lot frontage of 20.0 metres. The proposed severed lot would also meet all other provisions (i.e. setbacks, parking, etc.) of the Zoning By-law applicable to the site. Arcadis has no concern with the proposed severed lot. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 6 15. With respect to the proposed retained lot, the street-fronting portion is within the HR Zone, while the balance of the proposed retained lot is within the A1 Zone. It our understanding, based on the information provided by the applicant, the proposed single-detached dwelling will be constructed in the A1 Zone portion of the retained lot. As per Section 5.2 of the Zoning By-law, a single-detached dwelling is permitted as-of-right in the A1 Zone. Further, based on the proposed general location of the new single-detached dwelling, it is our understanding that the proposed dwelling will meet all other provisions (i.e. setbacks, parking, etc.) of the Zoning By-law applicable to the site. Details pertaining to the single-detached dwelling design and construction will be confirmed at the Building Permit Application stage. It is further understood that the existing outbuildings on the retained lot are not used for housing livestock, therefore, Minimum Distance Separation conflicts are not anticipated. Notwithstanding the above, due to current size of the subject property the existing lot area and lot frontage of the proposed retained lot would not meet the minimum requirements of the A1 Zone. Further, the location of the existing outbuilding would not meet the minimum Side Yard Depth of 10.0 metres, as 2.8 metres is currently proposed. Therefore, as a Condition of Approval, the owner would be required to obtain approval of a Zoning By-law Amendment for the proposed retained lot from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Agricultural (A1)’ Zone to recognize the existing Lot Area deficiency of 7.9 hectares, existing Lot Frontage deficiency 20.0 metres, and permit a Side Yard Depth of 2.8 metres for the existing accessory building/structure. 16. As per Section 3.3 a) of the Zoning By-law, the h1 Holding Provision applicable to the subject property relates the following: To ensure public health and safety, an agreement with the Municipality, or the satisfying of conditions of severance, which address impacts of new development to the applicable proposed water supply system and/or sewage treatment and disposal system; and which may include issues relating to water capacity, water quantity, water quality, and financial costs will be required prior to the removal of the “h1” zone symbol. As part of the Conditions of Approval, a Zoning By-law Amendment for the removal of the h1 Holding Provision will be required for the severed lot. It is understood that the proposed single-detached dwelling on the retained lot will be located outside of the h1 boundary and within the A1 Zone portion of the lands, therefore, removal of the Holding Provision is not necessary at this time for the retained lot based on the current proposal, given that no dwelling is located within the h1 boundary. The HR(h1) Zone on the front portion of the retained lot should remain, however, should the owner develop in the h1 boundary on the proposed retained lot, a Zoning By-law Amendment for the removal of the h1 Holding Provision would also be required and flagged at the Building Permit Application stage. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 7 Conclusion and Recommendations 17. Based on the above review of Consent Application E18-24, Arcadis has no objection to approval of the proposed consent subject to the following conditions: a) That the owner obtains approval of a Zoning By-law Amendment for the proposed retained lot from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Agricultural (A1)’ Zone to recognize the existing Lot Area deficiency of 7.9 hectares, existing Lot Frontage deficiency 20.0 metres, and permit a Side Yard Depth of 2.8 metres for the existing accessory building/structure. b) That the owner obtains approval of a Zoning By-law Amendment for the removal of the h1 Holding Provision for the proposed severed lot. c) That the owner obtains an access permit for the proposed severed lot from the County of Elgin to create a new independent access from Culloden Road built to support the weight of fire apparatus. d) Installation of an individual private well on the severed lot providing the Municipality with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety. e) That the owner obtain confirmation from Hydro One regarding the provision of hydro services, specifically whether new independent hydro servicing is required for each lot, or, alternatively, whether maintenance easements are required over the existing hydro servicing on the severed and retained lots. f) That the owner provides an engineered grading, drainage and storm water management plan for the severed lot to demonstrate that each will drain properly with no negative impacts on the neighbouring lands or the street, all to the satisfaction of the Municipality of Bayham. g) That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule 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. h) That the owner pay fees as required in Municipal By-law No. 2020 – 053 Cash- in-lieu of Parkland. i) That the owner provides a digital copy of a survey of the subject lands. j) That the owner applies and pay’s all fees to the Municipality with respect to Civic Addressing/signage for the severed lot. k) That the owner provides a Planning Report Fee payable to the Municipality of Bayham. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 8 Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: March 21, 2024 REPORT: DS-16/24 FILE NO. C-07 / D09.24HIEB Roll # 3401-000-006-20900 SUBJECT: Consent Application E22-24 Hiebert 11478 Plank Road, Eden BACKGROUND Consent application E22-24 was received from the Elgin County Land Division Committee, as submitted by Appointed Agent David Roe on behalf of Neil and Eva Hiebert, proposing to sever a parcel located at 11478 Plank Road, east side, and south of Eden Line in the Hamlet of Eden. The applicant is requesting consent to sever a parcel of 0.17 hectares (0.42 acres) and to retain 0.76 hectares (1.88 acres) of land with the intent to create one (1) new residential lot with an existing single-detached dwelling and to retain vacant lands to build a future single-detached dwelling. The subject land front portion is designated “Hamlets” (Eden) on Schedule ‘A1’ Land Use of the Official Plan. The subject property is zoned both Hamlet Residential (HR) and Holding Hamlet Residential (HR (h2)) on Schedule ‘C’ Eden of Zoning By-law Z456-2003. Specifically, the front portions of both the severed and retained are zoned HR, while the rear portion and majority of the severed and retained lot area zoned HR(h2). Elgin County Land Division Committee will consider the application on April 24, 2024. DISCUSSION The planner’s memorandum attached dated, March 11, 2024, analyzes the application subject to the Municipality of Bayham Official Plan and Zoning By-law. The standard conditions would include: engineered storm water management with drainage/grading plan, civic numbering signage for the retained lot, survey, cash in lieu payment for the creation of a lot, and the planning report fee. Other conditions apply regarding a new County Road access for the retained lot, drain deposit for reassessment, sanitary sewer connection and installation of a well for Staff Report DS-16/24 Hiebert 2 the retained lot. Staff and municipal planner recommend the support of the consent application for the creation of one residential dwelling lot containing an existing dwelling fronting on Plank Road in the hamlet of Eden with the recommended conditions. STRATEGIC PLAN Not Applicable. ATTACHMENTS 1. Consent Application E22-24 2. Aerial Map – 11478 Plank Road 3. Arcadis Memorandum, dated March 11, 2024 RECOMMENDATION THAT Report DS-16/24 regarding the Consent Application E22-24 Hiebert be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E22-24 be granted subject to the following conditions and considerations: 1. The existing shed and overhead hydro line connecting from the existing single-detached dwelling to the shed be removed or relocated from the proposed retained lot. 2. The Owner obtain an access permit from the County of Elgin to create a new independent access to the proposed retained lot from Plank Road built to support the weight of fire apparatus. 3. The owner install an individual private well on the retained lot providing the municipality with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety. 4. That the Owner provides confirmation of sufficient reserve sewage system capacity within municipal sewage services for the new municipal sanitary sewer service connection required for the proposed retained lot. Once confirmed, the Owner shall obtain a permit from the Municipality for the installation of a new municipal sanitary sewer service connection to the proposed retained lot. 5. The Owner provide an engineered grading, drainage and storm water management plan for both parcels to show outlets and to demonstrate that the lot will drain properly with no negative impacts on the neighbouring lands or the road, all to the satisfaction of the Municipality. 6. The Owner initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for the Eden Main 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. 7. The Owner pay the Cash in Lieu of Parkland Dedication fee to the Municipality as required in Municipal By-law No. 2020-053. 8. The Owner provide a digital copy of the registered plan of survey of the subject land Staff Report DS-16/24 Hiebert 3 to the Municipality. 9. The Owner purchase a civic number sign for the retained lot from the Municipality. 10. The Owner pay the planning report fee due and payable to the Municipality upon consent approval. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer © Latitude Geographics Group Ltd. 0.1 THIS MAP IS NOT TO BE USED FOR NAVIGATION WGS_1984_Web_Mercator_Auxiliary_Sphere Kilometers0.1 Notes Legend This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. 0.060 1:2,204 11478 Plank Road Elgin County Parcels E911 Boundary Elgin Road Network Elgin Road Network Elgin Road Network Lagoons World Imagery 101-410 Albert Street Waterloo, ON, N2L 3V3 Memorandum To/Attention Municipality of Bayham Date March 11, 2024 From Christian Tsimenidis, BES Project No 3404 - 932 cc William Pol, MCIP, RPP Subject Neil and Eva Hiebert - 11478 Plank Road, Eden - Application for Consent E22-24 Background and Summary 1. Arcadis has completed a review of Consent Application E22-24 submitted by Civic Planning Solutions Inc. (c/o David Roe) on behalf of Neil and Eva Hiebert, owners of the subject property identified as 11478 Plank Road, east side, south of Eden Line in the Hamlet of Eden. The applicant is requesting Consent to sever an approximate land area of 1,700.0 square metres (0.17 hectares) and to retain 7,600.0 square metres (0.76 hectares) of land. The intent is to create one (1) new residential lot to accommodate the existing single-detached dwelling and to build a future single- detached dwelling on the proposed retained lot. 2. The proposed severed lot has a lot frontage of 20.0 metres (65.6 feet) and lot depth of 83.0 metres (272.3 feet) to accommodate the existing single-detached dwelling and two (1) accessory sheds. As per the applicant’s Severance Sketch, this existing dwelling has an approximate building area of 105.4 square metres (1,130.2 square feet) and it is understood this dwelling will remain unaltered. The proposed retained lot has a lot frontage of 22.1 metres (72.5 feet) and lot depth of 225.0 metres (738.2 feet). The applicant has indicated that the proposed retained lot will be developed with a future single-detached dwelling, and that the existing accessory shed located on the proposed retained lot will be moved or removed. It is understood there is an existing overhead hydro line connected from the single-detached dwelling to the shed, thus traversing between the severed and retained lot lines. As a Condition of Approval, Arcadis is requesting that the existing shed and the overhead hydro line be removed or relocated from the proposed retained lot. 3. The existing driveway access from Plank Road would remain unaltered and be utilized for the proposed severed lot to access the existing single-detached dwelling. A new driveway access would be required for the proposed severed lot in order to provide access to the future single-detached dwelling. Plank Road is identified as a County Road, therefore, as a Condition of Approval the owner would be required to obtain an access permit from the Elgin County. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 2 4. The subject property is currently serviced by private well and municipal septic services, being located in the Hamlet of Eden. The proposed severed lot accommodating the existing single-detached dwelling would continue to utilize the existing private well and municipal sewer system. The proposed retained lot would require approval for a new private well and separate connection to municipal sewer services, should the retained lot be developed for a new single-detached dwelling, which will be addressed at the Building Permit Application stage. 5. The subject property is designated ‘Hamlet’ (Eden) as per Schedule ‘A1’ (Land Use) of the Municipality of Bayham Official Plan. The subject property is zoned both ‘Hamlet Residential (HR)’ and ‘Holding Hamlet Residential ((HR(h2))’ on Schedule ‘D’ (Eden) of Zoning By-law Z456-2003. More specifically, the front/street-facing portions of the proposed severed and retained lot are zoned HR, while the rear portion and majority of the severed and retained lot area zoned HR(h2). The existing single- detached dwelling is located within the portion zoned HR. 6. The subject property is predominantly surrounded by low-rise residential uses along Plank Road and Eden Line. Limited commercial, retail, and institutional uses are located within proximity of the subject property, being located within the Hamlet of Eden. The rear portion of the subject property abuts agricultural lands to the east, as the site abuts the limit of the settlement area boundary. Municipality of Bayham Official Plan 7. Section 4.2.2.1 of the Municipality of Bayham Official Plan provides direction with respect to ‘General Policies Applicable to all Settlement Areas’, specifically residential uses. As such, this policy of the Official Plan encourages new residential development within existing settlement areas, like the Hamlet of Eden, by filling in the vacant areas and locating new residential development adjacent to existing built-up areas in a compact and contiguous fashion. Further, Section 4.2.4 of the Official Plan provides further direction with respect to the ‘Intensification and Redevelopment’ within settlement area boundaries on vacant or underutilized sites in order to efficiently utilize designated settlement area land. Comment: It is Arcadis’s opinion that the creation of one (1) new residential lot within the Hamlet of Eden to accommodate the existing single-detached dwelling on the severed lot makes efficient use of developable lands in a settlement area and is in conformity with the Official Plan general residential policies. 8. The Bayham Official Plan designates the subject property as ‘Hamlet’ in Schedule ‘A1’ (Land Use). As per Section 4.4.1.2 of the Official Plan, the ‘Hamlet’ designation permits a broad range of uses, including residential dwellings, variety stores, public garages, schools, churches and small scale commercial and industrial uses. Section 4.4.2.1 of the Official Plan further states that the principal land use function of ‘Hamlets’ shall be for clusters of non-farm residential development in the form of single detached dwellings, and other low or medium density types of dwellings. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 3 Comment: The existing single-detached dwelling is a permitted use in the Official Plan and meets the intent of the ‘Hamlet’ land use designation, as low-rise residential dwellings are strongly encouraged and permitted. The future single- detached dwelling on the proposed retained lot would also be permitted and in keeping with the ‘Hamlet’ designation. Therefore, the existing and proposed residential nature of the severed and retained lots are permitted and in conformity with the above noted Official Plan policy. 9. Section 4.4.2.2 of the Official Plan regarding consents on Residential Lands in Hamlets sets out the following criteria for a consent: a) Consents shall be granted only in areas where the minor, or no extension of any municipal service would be required. Any services required in a consent should be satisfactory to the appropriate approval authority. Comment: The proposed severed lot would continue to utilize the existing private well and municipal sewer service connection for the single-detached dwelling. As part of the Consent Application package submitted by the applicant, documentation was provided with respect to water quality and quantity of the existing well. It is understood that the private well is in working order. The proposed retained lot would require a new private well and connection to the municipal sewer system to serve the future single-detached dwelling, which can be addressed at the Building Permit Application stage. b) Consents should be granted only when the land fronts on an existing public road, which is of a reasonable standard of construction. Comment: Both the proposed severed and retained lot would have continued frontage along Plank Road. c) Consents should have the effect of infilling in existing developed areas and not of extending the Hamlet area unduly. Comment: The proposed severance would facilitate the creation of a new lot for residential purposes within the existing developed area and built boundary of the settlement area, thus making efficient use of developable lands. d) The size of any parcel of land created by a consent should be appropriate for the use proposed considering the public services available and the soil conditions, and in no case should any parcel be created which does not conform to the provisions of the Zoning By-law. Comment: The proposed severed lot size (and frontage) is adequate to accommodate low-density residential uses in accordance with the Zoning By- law and has sufficient space for private well and municipal sewer servicing. e) Direct access from major roads should be restricted and residential lots should, where possible, have access only from internal residential roads. ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 4 Comment: Plank Road is identified as an Elgin County Road. It is understood that the existing driveway will remain as it exists today in order to provide access to the proposed severed lot. As a Condition of Approval, Arcadis is requesting that the owner obtain an access permit from Elgin County for the proposed new access to the retained lot. f) Consents should not be granted for land adjacent to a road from which access is to be obtained where a traffic hazard would be created because of limited sight lines on curves or grades. Comment: Plank Road, south of Eden Line, can be described as a straight and flat Elgin County Road with numerous existing private driveways along the road. It is our opinion that an additional driveway would not have adverse impacts with respect to traffic safety and limited sight lines. As mentioned above, Arcadis will defer comment to Elgin County with respect to the required access from Plank Road to the proposed retained lot. g) Consents should be granted only when the creation of the lot will not interfere with subsequent access to interior lands. Comment: The proposed severance will not interfere with subsequent access to interior lands. h) Consents for mortgage, estate, or other boundary adjustment purposes shall be permitted provided that they adhere to principles of good planning, do not cause land use conflicts and conform to the provisions of the Zoning By-law. Comment: Not applicable. Therefore, based on the analysis provided above, it is our opinion that the proposed consent is in conformity with Bayham Official Plan, subject to the below listed Conditions of Approval. Municipality of Bayham Zoning By-law 10. The front portion of the proposed severed and retained lot are zoned ‘Hamlet Residential (HR)’, while the rear portion is zoned ‘Holding Hamlet Residential ((HR(h2))’. With respect to the proposed severed lot, the existing single-detached dwelling is listed as a permitted in Section 9.1 of the Zoning By-law. The proposed severed lot also meets the minimum lot area of 900.0 m2 for lots on private well and municipal sewer services, as well as the minimum lot frontage of 20.0 metres. Based on the Severance Sketch provided, the proposed severed lot would also meet all other provisions (i.e. setbacks, parking, etc.) of the Zoning By-law applicable to the site. The proposed severed lot is in conformity with the Zoning By- law. 11. The proposed retained lot also meets the minimum lot area of 900.0 m2 for lots on private well and municipal sewer services, as well as the minimum lot frontage of ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 5 20.0 metres. As previously mentioned in this Memo, it is understood that the retained lot is to be developed with a new single-detached dwelling, which is permitted in the HR Zone. Should the applicant apply for a future Building Permit Application, the proposed development shall comply with the HR Zone regulations, as well as all other provisions in the Zoning By-law applicable to the site. Given that the site is dual-zoned, being HR and HR(h2), the proposed future development should be directed within the portion of the retained lot zoned HR. See the following paragraph for additional discussion. The proposed retained lot is in conformity with the Zoning By-law. 12. As per Section 3.3 b) of the Zoning By-law, the h2 Holding Provision applicable to the subject property relates the following: To ensure orderly development, a subdivision agreement with the Municipality, which addresses financial and servicing impacts of new development to the Municipality, will be required prior to the removal of the “h2” zone symbol. It is our understanding that all new development facilitated by this Consent Application, being a new single-detached dwelling on the retained lot, should be directed within the HR Zone fronting Plank Road and outside of the h2 boundary. The applicant is also not proposing a Plan of Subdivision, therefore, the h2 Holding Provision is not considered at this time. Conclusion and Recommendations 13. Based on the above review of Consent Application E22-24, Arcadis has no objection to approval of the proposed consent subject to the following conditions: a) That the existing shed and overhead hydro line connecting from the existing single-detached dwelling to the shed be removed or relocated from the proposed retained lot. b) That the owner obtains an access permit for the proposed retained lot from the County of Elgin to create a new independent access from Plank Road built to support the weight of fire apparatus. c) Installation of an individual private well on the proposed retained lot providing the Municipality with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety. d) That the owner provides confirmation of sufficient reserve sewage system capacity within municipal sewage services for the new municipal sanitary sewer service connection required for the proposed retained lot. Once confirmed, the owner shall obtain a permit from the Municipality for the installation of a new municipal sanitary sewer service connection to the proposed retained lot. e) That the owner provides an engineered grading, drainage and storm water management plan for the proposed severed lot to demonstrate the parcel will ARCADIS MEMORANDUM Municipality of Bayham – March 11, 2024 6 drain properly with no negative impacts on the neighbouring lands or the street, all to the satisfaction of the Municipality of Bayham. f) That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule 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. g) That the owner pay fees as required in Municipal By-law No. 2020 – 053 Cash- in-lieu of Parkland. h) That the owner provides a digital copy of a survey of the subject lands. i) That the owner applies and pay’s all fees to the Municipality with respect to Civic Addressing/signage for the retained lot. j) That the owner provides a Planning Report Fee payable to the Municipality of Bayham. Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: March 21, 2024 REPORT: DS-17/24 FILE NO. C-07 / D08.23WADE Roll # 3401-002-001-20000/002-001-17802 SUBJECT: Ontario Land Tribunal Final Order February 12, 2024 Official Plan Amendment No. 30 and Zoning By-law Z765-2023 Barry Wade Homes Inc., 2 Robinson Street and 3 Erieus Street, Port Burwell BACKGROUND On January 19, 2023, Council considered Staff Report DS-03/23 regarding the Official Plan Amendment Application OPA-01/22 and Zoning By-law Amendment Application ZBA-02/22 submitted by Michael and Reta Glen and Barry Wade Homes Inc. for properties located at 2 Robinson Street and 3 Erieus Street, Port Burwell for the development of a 13-unit Townhouse. At the same meeting, Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Staff Report DS-03/23 regarding the Official Plan Amendment Application OPA-01/22 and Zoning By-law Amendment Application ZBA-02/22 submitted by Michael and Reta Glen and Barry Wade Homes Inc. 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 December 15, 2022 associated with these applications, a total of seventeen (17) written public comments and six verbal presentations with two additional written comments received January 2 and January 12, 2023 and that all considerations were taken into account in Council’s decision passing this resolution; THAT By-law No. 2023-002 being an adopting By-law for Official Plan Amendment No. 30 for Staff Report DS-17/24 Barry Wade Homes Inc. 2 the purpose to change the land use designation on 2,760 square metres (0.68 ac) of land from a 3,605 square metres (0.89 ac) land assembly from “Residential” to “Site Specific Multi- Unit Residential” to permit a 13-unit townhouse condominium development with maximum net density of 48 units per-hectare in the Official Plan of the Municipality of Bayham be refused for the following reasons: 1. Concern regarding the proposed density of 48 units per-hectare for the subject lands, where 35 units per-hectare is the permitted maximum under a multi-unit residential designation; 2. Concern regarding traffic impacts of the development on the existing village and public beach area, particularly during warmer seasons; 3. Concern regarding the slope of the site and associated slope stability for the proposed form of development. Barry Wade Homes Inc. filed an appeal to the Ontario Land Tribunal (“OLT”). The public hearing was held September 7, 2023 with a written decision issued on October 30, 2023 and OLT Final Order issued and received by the Municipality on February 12, 2024. DISCUSSION The OLT Final Order is attached to receive for information. Staff are also requesting Council direction to add the Official Plan Amendment No. 30 to the Official Plan and to add Zoning By-law Z765-2023 to the Comprehensive Zoning By-law Z456-2003, as amended, to conclude the appeal of Barry Wade Homes Inc. STRATEGIC PLAN Not Applicable. ATTACHMENTS 1. Ontario Land Tribunal Final Order – Barry Wade Homes Inc., issued February 12, 2024 RECOMMENDATION THAT Report DS-17/24 regarding the Ontario Land Tribunal Final Order re Official Plan Amendment No. 30 and Zoning By-law Z765-2023 Barry Wade Homes Inc. be received for information; AND THAT Council direct staff to add Official Plan Amendment No. 30 to the Official Plan and to add Zoning By-law Z765-2023 to the Comprehensive Zoning By-law Z456-2003, as amended, to conclude the appeal of Barry Wade Homes Inc. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer Resolution The Corporation of the Town of Cobourg 1 All Ontario Municipalities Town of Cobourg 55 King Street West, Sent via email Cobourg, ON, K9A 2M2 clerk@cobourg.ca Town of Cobourg March 8, 2024 RE: Correspondence from the Architectural Conservancy Ontario regarding Proposed Amendment to Subsection 27(16) of the Ontario Heritage Act with respect to the removal of listed (non-designated) properties from municipal heritage registers Please be advised that the Town of Cobourg Council, at its meeting held on February 28, 2024, passed the following resolution: WHEREAS subsection 27(16) of the Ontario Heritage Act stipulates that any non- designated heritage property listed on the municipal register of properties as of December 31, 2022 shall be removed from the municipal register on or before January 1, 2025, if the council of the municipality does not give a notice of intention to designate the property under subsection 29(1) of the Ontario Heritage Act on or before January 1, 2025; and WHEREAS since January 1, 2023, municipal staff and members of the municipal heritage committee in the Town of Cobourg have been diligently working to: review the municipal heritage register; research the heritage value and interest of listed (non-designated) properties; review and research the heritage value and interest of non-designated properties; contact owners of such properties; determine which properties should potentially be designated in accordance with the provisions of Section 29 of the Ontario Heritage Act; and take all required steps to designate such properties; and WHEREAS the above-noted work involving 213 listed properties in the Town of Cobourg is extremely time-consuming and cannot be completed by December 31, 2024 with the limited municipal resources available. Resolution The Corporation of the Town of Cobourg 2 NOW THEREFORE BE IT RESOLVED THAT the Council of the Town of Cobourg authorize the Mayor to promptly send a letter to Doug Ford, Premier of Ontario, and Michael Ford, Minister of Citizenship and Multiculturalism, requesting that Subsection 27(16) of the Ontario Heritage Act be amended to extend the above- noted deadline for five years from January 1, 2025 to January 1, 2030; and FURTHER THAT Council direct staff to forward this resolution to all 443 municipalities in Ontario seeking support of the ACO correspondence. Sincerely, Kristina Lepik Deputy Clerk/Manager, Legislative Services Resolution The Corporation of the Town of Cobourg 1 Honourable Doug Ford, Premier of Ontario Town of Cobourg Premier of Ontario 55 King Street West, Legislative Building Cobourg, ON, K9A 2M2 Queen's Park clerk@cobourg.ca Toronto ON M7A 1A1 Town of Cobourg Delivered via email March 11, 2024 doug.fordco@pc.ola.org premier@ontario.ca RE: Correspondence from the County of Renfrew regarding the affordability of water and wastewater systems in rural and small urban municipalities Please be advised that the Town of Cobourg Council, at its meeting held on February 28, 2024, passed the following resolution: THAT Council support the correspondence from the County of Renfrew regarding the affordability of water and wastewater systems in rural and small urban municipalities; and FURTHER THAT Council advocate to the Provincial and Federal levels of government to make them aware that rural and small urban water and wastewater systems are financially unsustainable; and FURTHER THAT Council advocate to the Association of Municipalities of Ontario (AMO), the Rural Ontario Municipalities Association (ROMA) and the Federation of Canadian Municipalities (FCM) to examine if the unaffordability of water and wastewater system operational costs is systemic provincially and nationally; and FURTHER THAT Council direct Staff to forward a copy of this resolution to the Honourable Doug Ford, Premier of Ontario; the Honourable Kinga Surma, Minister of Infrastructure (Ontario); the Honourable Dominic LeBlanc, Minister of Intergovernmental Affairs, Infrastructure and Communities (Canada); the Honourable Paul Calandra, Minister of Municipal Affairs and Housing; the Honourable Andrea Khanjin, Minister of the Environment, Conservation and Parks (Ontario); Philip Lawrence, MP, Northumberland-Peterborough South; David Piccini, MPP, Resolution The Corporation of the Town of Cobourg 2 Northumberland-Peterborough South; AMO; ROMA; FCM; and all Municipalities in Ontario. Sincerely, Kristina Lepik Deputy Clerk/Manager, Legislative Services cc. the Honourable Kinga Surma, Minister of Infrastructure (Ontario); the Honourable Dominic LeBlanc, Minister of Intergovernmental Affairs, Infrastructure and Communities (Canada); the Honourable Paul Calandra, Minister of Municipal Affairs and Housing; the Honourable Andrea Khanjin, Minister of the Environment, Conservation and Parks (Ontario); Philip Lawrence, MP, Northumberland-Peterborough South; David Piccini, MPP, Northumberland-Peterborough South; AMO; ROMA; FCM; and all Ontario Municipalities March 6, 2024 The Honourable Doug Ford, Premier of Ontario Delivered by email Premier’s Office, Room 281 premier@ontario.ca Legislative Building, Queen’s Park Toronto, ON M7A 1A1 Dear Premier Ford: Re: Town of Aurora Council Resolution of February 27, 2024 Member Motion 8.2.8 - Councillor Gilliland; Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Please be advised that this matter was considered by Council at its meeting held on February 27, 2024, and in this regard, Council adopted the following resolution: Whereas all Ontarians deserve and expect a safe and respectful workplace; and Whereas municipal governments, as the democratic institutions most directly engaged with Ontarians need respectful discourse; and Whereas several incidents in recent years of disrespectful behaviour and workplace harassment have occurred amongst municipal members of councils across Ontario; and Whereas these incidents seriously and negatively affect the people involved and lower public perceptions of local governments; and Whereas municipal Codes of Conduct are helpful tools to set expectations of council member behaviour; and Whereas municipal governments have limited abilities in their toolkit to adequately enforce compliance with municipal Codes of Conduct; and Whereas the most severe penalty that can be imposed on a municipal member of council is the suspension of pay for 90 days, even when egregious acts are committed and substantiated; and Whereas AMO has called on the government to table and pass legislation that reflects the following recommendations: Legislative Services Michael de Rond 905-726-4771 clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 Town of Aurora Council Resolution of February 27, 2024 Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement March 6, 2024 2 of 3 • Updating municipal Codes of Conduct to account for workplace safety and harassment • Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario • Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province • Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner • Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; 1. Now Therefore Be It Hereby Resolved That the Town of Aurora supports the call of action the Association of Municipalities of Ontario (AMO) has submitted to the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them, in consultation with municipal governments; and 2. Be It Further Resolved That the legislation encompasses the Association of Municipalities of Ontario’s letter of recommendations which includes options for enforcing compliance by council members with municipal Codes of Conduct such as o Updating municipal Codes of Conduct to account for workplace safety and harassment o Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario o Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province o Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner o Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; and Town of Aurora Council Resolution of February 27, 2024 Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement March 6, 2024 3 of 3 3. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora— Oak Ridges—Richmond Hill, and Dawn Gallagher Murphy, MPP Newmarket—Aurora, the Hon. Paul Calandra, Minister of Municipal Affairs and Housing, and all 444 Ontario municipalities. The above is for your consideration and any attention deemed necessary. Sincerely, Michael de Rond Town Clerk The Corporation of the Town of Aurora MdR/lb Attachment (Council meeting extract) Copy: Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill Dawn Gallagher Murphy, MPP Newmarket—Aurora Hon. Paul Calandra, Minister of Municipal Affairs and Housing Association of Municipalities of Ontario (AMO) All Ontario municipalities 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Council Meeting Extract Tuesday, February 27, 2024 Page 1 of 3 _______________________________________________________________________________________ 8. Standing Committee Reports 8.2 General Committee Meeting Report of February 20, 2024 8.2.8 Member Motion - Councillor Gilliland; Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Moved by Councillor Gilliland Seconded by Councillor Gallo Whereas all Ontarians deserve and expect a safe and respectful workplace; and Whereas municipal governments, as the democratic institutions most directly engaged with Ontarians need respectful discourse; and Whereas several incidents in recent years of disrespectful behaviour and workplace harassment have occurred amongst municipal members of councils across Ontario; and Whereas these incidents seriously and negatively affect the people involved and lower public perceptions of local governments; and Whereas municipal Codes of Conduct are helpful tools to set expectations of council member behaviour; and Whereas municipal governments have limited abilities in their toolkit to adequately enforce compliance with municipal Codes of Conduct; and Whereas the most severe penalty that can be imposed on a municipal member of council is the suspension of pay for 90 days, even when egregious acts are committed and substantiated; and Whereas AMO has called on the government to table and pass legislation that reflects the following recommendations: • Updating municipal Codes of Conduct to account for workplace safety and harassment Council Meeting Extract – Tuesday, February 27, 2024 Page 2 of 3 • Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario • Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province • Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner • Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; 1. Now Therefore Be It Hereby Resolved That the Town of Aurora supports the call of action the Association of Municipalities of Ontario, (AMO), has submitted to the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them, in consultation with municipal governments; and 2. Be It Further Resolved That the legislation encompasses the Association of Municipalities of Ontario’s letter of recommendations which includes options for enforcing compliance by council members with municipal Codes of Conduct such as o Updating municipal Codes of Conduct to account for workplace safety and harassment o Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario o Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province o Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner o Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; and Council Meeting Extract – Tuesday, February 27, 2024 Page 3 of 3 3. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill, and Dawn Gallagher Murphy, MPP Newmarket—Aurora, the Hon. Paul Calandra, Minister of Municipal Affairs and Housing, and all 444 Ontario municipalities. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (1): Councillor Kim Carried (6 to 0) March 6, 2024 The Honourable Doug Ford, Premier of Ontario Delivered by email Premier’s Office, Room 281 premier@ontario.ca Legislative Building, Queen’s Park Toronto, ON M7A 1A1 Dear Premier Ford: Re: Town of Aurora Council Resolution of February 27, 2024 Member Motion 8.1.9 - Councillor Gilliland; Re: Council/Committee Meeting Structure Under Strong Mayor Powers Please be advised that this matter was considered by Council at its meeting held on February 27, 2024, and in this regard, Council adopted the following resolution: Whereas the Province expanded Strong Mayor Powers to municipalities over 50,000 in population, who committed to a housing pledge in the fall of 2023 to help address the housing crisis, but was not mandatory to accept with a housing pledge; and Whereas the Town of Aurora head of council has the discretion whether to use the strong mayor powers, except for those dealing with the budget; and Whereas strong mayor powers permit the head of council the ability to create new committees of council made under the Municipal Act, 2001, where all members are council members, and assign their functions. The head of council is also able to appoint the chairs and vice-chairs of such committees of council; 1. Now Therefore Be It Hereby Resolved That Council requests that the Mayor reconsider using strong mayor powers to alter the current structure of Council and/or committee meetings, but rather remains the same as officials were originally elected to do; and 2. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora— Oak Ridges—Richmond Hill, Dawn Gallagher Murphy, MPP Newmarket— Aurora, and all Ontario municipalities. Legislative Services Michael de Rond 905-726-4771 clerks@aurora.ca Town of Aurora 100 John West Way, Box 1000 Aurora, ON L4G 6J1 Town of Aurora Council Resolution of February 27, 2024 Council/Committee Meeting Structure Under Strong Mayor Powers March 6, 2024 2 of 2 The above is for your consideration and any attention deemed necessary. Sincerely, Michael de Rond Town Clerk The Corporation of the Town of Aurora MdR/lb Attachment (Council meeting extract) Copy: Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill Dawn Gallagher Murphy, MPP Newmarket—Aurora All Ontario municipalities 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Council Meeting Extract Tuesday, February 27, 2024 Page 1 of 2 _______________________________________________________________________________________ 8. Standing Committee Reports Moved by Councillor Thompson Seconded by Councillor Gaertner That the Standing Committee Reports, items 8.1 and 8.2, be received and the recommendations carried by the Committee approved, with the exception of sub- items 8.1.7, 8.1.8, 8.2.1, 8.2.4, 8.2.6, and 8.2.8, which were discussed and voted on separately as recorded below. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (1): Councillor Kim Carried (6 to 0) 8.1 General Committee Meeting Report of February 6, 2024 8.1.9 Member Motion - Councillor Gilliland; Re: Council/Committee Meeting Structure Under Strong Mayor Powers Whereas the Province expanded Strong Mayor Powers to municipalities over 50,000 in population, who committed to a housing pledge in the fall of 2023 to help address the housing crisis, but was not mandatory to accept with a housing pledge; and Whereas the Town of Aurora head of council has the discretion whether to use the strong mayor powers, except for those dealing with the budget; and Whereas strong mayor powers permit the head of council the ability to create new committees of council made under the Municipal Act, 2001, where all members are council members, and assign their functions. The head of council is also able to appoint the chairs and vice-chairs of such committees of council; 1. Now Therefore Be It Hereby Resolved That Council requests that the Mayor reconsider using strong mayor powers to alter the current structure of Council and/or committee meetings, but Council Meeting Extract – Tuesday, February 27, 2024 Page 2 of 2 rather remains the same as officials were originally elected to do; and 2. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill, Dawn Gallagher Murphy, MPP Newmarket—Aurora, and all Ontario municipalities. Carried March 14, 2024 Re: Item for Discussion – Resolution of Support Regarding Request to the Province of Ontario for New Provincial-Municipal Fiscal Framework At its meeting of March 13, 2024, the Council of the Corporation of the Town of Bracebridge ratified motion #24-GC-053, regarding Resolution of Support Regarding Request to the Province of Ontario for New Provincial-Municipal Fiscal Framework, as follows: “WHEREAS the current provincial-municipal fiscal arrangements are undermining Ontario’s economic prosperity and quality of life; AND WHEREAS nearly a third of municipal spending in Ontario is for services in areas of provincial responsibility and expenditures are outpacing provincial contributions by nearly $4 billion a year; AND WHEREAS municipal revenues, such as property taxes, do not grow with the economy or inflation; AND WHEREAS unprecedented population and housing growth will require significant investments in municipal infrastructure; AND WHEREAS municipalities are being asked to take on complex health and social challenges – like homelessness, supporting asylum seekers and addressing the mental health and addictions crises; AND WHEREAS inflation, rising interest rates, and provincial policy decisions are sharply constraining municipal fiscal capacity; AND WHEREAS property taxpayers – including people on fixed incomes and small businesses – can’t afford to subsidize income re-distribution programs for those most in need; AND WHEREAS the province can, and should, invest more in the prosperity of communities; AND WHEREAS municipalities and the provincial government have a strong history of collaboration; NOW THEREFORE, BE IT RESOLVED THAT the Town of Bracebridge calls on the Province of Ontario commit to undertaking, with the Association of Municipalities of Ontario, a comprehensive social and economic prosperity review to promote the stability and sustainability of municipal finances across Ontario; Page 2 AND FURTHER THAT a copy of this motion be sent to the Premier of Ontario; the Minister of Municipal Affairs and Housing; the Minister of Finance; the Local Member of Provincial Parliament; the Association of Municipalities of Ontario; the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO); the Muskoka and Area Indigenous Leadership Table (MAILT); and all Ontario Municipalities.” In accordance with Council’s direction, I am forwarding you a copy of the resolution for your reference. Please do not hesitate to contact me if I can provide any additional clarification in this regard. Yours truly, Lori McDonald Director of Corporate Services/Clerk Tel: 613-392-284 | Toll Free: |-866-485-284 | . josh.machesney@quintewest.ca A Natural Attraction clerk@quintewest.ca P.O. Box 490 7 Creswell Drive Trenton, Ontario K8V 5R6 www.quintewest.ca Josh Machesney, City Clerk / Manager of Legislative Services March 7, 2024 The Right Honourable Justin Trudeau Office of the Prime Minister 80 Wellington Street Ottawa, ON K1A 0A2 Via Email - justin.trudeau@parl.gc.ca RE: Notice of Motion — Councillor Stedall — Housing Funding Dear Prime Minister: This letter will serve to advise that at a meeting of City of Quinte West Council held on March 6, 2024 Council passed the following resolution: Motion No 24-167 — Notice of Motion — Housing Funding Moved by Councillor Stedall Seconded by Councillor Armstrong Whereas the City of Quinte West is in need of $28M in funding to complete the West End Trunk Sewer Main replacement in 2024, which is critical in the ongoing development of new homes in Quinte West; And Whereas the City of Quinte West requires $58.6M in funding to upgrade the Trenton Wastewater Treatment Plant Upgrade building to accommodate new homes to be built; And Whereas the City cannot afford to increase Water, Sewer or Tax rates to fund all of this infrastructure; And Whereas increased Debt to build the projects will just increase costs to Water, Sewer and Tax rates, or increased costs to developers; And Whereas the City of Quinte West is currently experiencing a housing crisis from all citizens but specifically with regards to over 250 requiring housing, from Military members of CFB Trenton; And Whereas City Council approved a Housing Action Plan with a projected 831 new residential units to be completed based on anticipated Housing Accelerator Fund funding over 3 years; And Whereas the Federal government denied the City of Quinte West the Housing Accelerator Fund; And Whereas the City of Quinte West is not currently eligible for funding under the Provincial Building Faster Fund as its population is below the threshold; And Whereas the City of Quinte West may make application to the provincial Housing-Enabling Water Systems Fund which has only $200M available in funding of which the province would only fund up to 73% to a maximum of $35M for one project; And Whereas additional funding has not been allocated from the Federal Government to enhance the Housing-Enabling Water Systems Funding; Now Therefore Be It Resolved That the City of Quinte West calls on the Federal Government to re-evaluate their lack of funding for municipalities with a population less than 50,000 in rural Ontario and to make available funding for infrastructure programs to help build infrastructure to help build much-needed new homes; And Further That the Province of Ontario be asked to invest more than the currently allocated $200M into their Housing Enabling Water Systems Fund; And Further That this motion be circulated to Prime Minister Justin Trudeau, Federal Minister for Housing, Ryan Williams MP, Premier Doug Ford, the Provincial Ministers of MOI, MMAH, and Todd Smith MPP, and all municipalities, for their support. Carried We trust that you will give favourable consideration to this request. Yours Truly, CITY OF QUINTE WEST Moh Josh Machesney, City Clerk cc: Hon. Sean Fraser, Minister of Housing, Infrastructure and Communities Ryan Williams, MP, Bay of Quinte Hon. Doug Ford, Premier of Ontario Hon. Kinga Surma, Minister of Infrastructure Hon. Paul Calandra, Minister of Municipal Affairs and Housing Hon. Todd Smith, MPP, Bay of Quinte All Municipalities 374028 6TH LINE AMARANTH ON L9W 0M6 March 12, 2024 Hon. Paul Calandra Minister of Municipal Affairs and Housing Sent by email to: Paul.Calandra@pc.ola.org Re: Operational Budget Funding At its regular meeting of Council held on March 6, 2024, the Township of Amaranth Council passed the following resolution. Resolution #: 4 Moved by: G Little Seconded by: A. Stirk Whereas all Ontario municipalities are prohibited from running budget deficits for operating purposes, and; Whereas all Ontario municipalities have similar pressures with respect to aging infrastructure and operating costs for policing, and; Whereas the City of Toronto has recently received Provincial funding to cover a $1.2 billion dollar operating shortfall and approximately $12 million in Federal and Provincial funding for their Police operating budget, and; Whereas the City of Toronto has the lowest tax rates in the Province, approximately 40% less than the average Dufferin rural municipal tax rate. Be it Resolved That the Township of Amaranth call on the Province of Ontario to treat all municipalities fairly and provide equivalent representative operational budget funding amounts to all Ontario municipalities. CARRIED Please do not hesitate to contact the office if you require any further information on this matter. Yours truly, Nicole Martin, Dipl. M.A. CAO/Clerk C: Premier of Ontario; AMO; Ontario Municipalities March 11, 2024 Thomas Thayer, CAO Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville ON N0J 1Y0 Email: tthayer@bayham.on.ca Attention: Mr. Thayer Dear Members of Council, Residents, and Ratepayers, I am pleased to report that the Long Point Region Conservation Authority had a successful year in 2023. The Annual Report highlights the annual activities of the Authority for the year 2023. The Authority issued 245 planning permits, consulted on 117 municipal applications, and participated in 32 pre- consultations. We surveyed four of our forest tracts (590 acres) to identify species at risk, and invasive control was completed on 211 acres of wetland. We funded two erosion control projects and 1,280 acres of cover crops on landowners’ properties, and planted 29,150 trees throughout the watershed. Safety fencing was installed at Lehman and Vittoria Dams, and three projects commenced, Vittoria Dam Class Environmental Assessment, The Big Otter Creek Floodplain Mapping, and The Riverine Flood Hydrology Watershed Model Study. Our Flood Forecasting & Warning team issued eight flood messages over four events in partnership with our municipal emergency management teams. Financially, the Authority ended 2023 in a positive financial position. The 2023 LPRCA financial statements, audited by MNP LLP of London, and a copy of our 2023 Annual Report highlighting the programs, services, and accomplishments the Authority achieved in 2023 are attached. On behalf of the Long Point Region Conservation Authority Board of Directors, I would like to thank you for your continued support of the Authority. Yours truly, Judy Maxwell, CPA, CGA General Manager/Secretary-Treasurer CC. Meagan Elliott, Deputy Clerk Attachment 1: 2023 Annual Report Attachment 2: 2023 LPRCA financial statements Hard copy sent by mail Annual Report2023 Contents 3 5 9 13 19 Messages from the Chair & General Manager Protecting Life & Property Enhancing Watershed Health Connecting People to Nature Facts & Figures 18 17 Board of Directors LPRCA Sta 2 Message from the Chair Message from the General Manager 2023 was a year of challenges, growth, transition and opportunities. While the legislative and regulatory environment around us is shifting, what has remained constant for LPRCA is our focus on fulfilling our responsibilities under the Conservation Authorities Act, promoting the well-being of our watershed and delivering exceptional services and experiences. Over the past year as an organization, we have made considerable advancements towards delivering on our organizational objectives and in preparing for the new regulatory environment. I would like to recognize LPRCA’s management team for their continued commitment and eort to the organization, in moving us forward through these changes and opportunities. LPRCA’s management team and sta has shown that the Authority will remain committed to fulfilling our core objectives and continuing to deliver the value-added programs and services many of the residents in our watershed rely on. As I announced my retirement in 2023, I would like to thank the past and present Board of Directors with whom I have had the oppor-tunity to serve alongside; it has sincerely been a pleasure. With the combined eorts and dedication of the Board and our outstanding sta, the Authority has facilitated work that has made substantial impacts on our watershed that will live on for years to come. I know the Authority is in good hands under the current Board and the leadership of Judy Maxwell, General Manager. The Authority has a promising future ahead. Reflecting on 2023, it was a year of significant accomplishments and changes within the watershed. Our committed sta worked together to deliver exceptional programs and services that enhanced the watershed and brought about many positive outcomes. In 2023 many exciting projects commenced including, the Vittoria Dam Class Environmental Assessment, the Big Otter Creek Floodplain Mapping, the Riverine Flood Hydrology Watershed Model Study, and the completion of safety fencing at Lehman and Vittoria Dams. Our planning sta issued 245 permits and the Flood Forecasting and Warning team issued 8 messages over 4 events. Within the watershed 29,150 trees were planted and 1,280 acres of cover crops were planted on private land. Two erosion control projects were funded and the control of invasive species was completed on 211 acres of wetland. The Authority participated in a province wide pilot project to monitor for potential infestation of Hemlock Woolly Adelgid. Over 1,500 acres of land was surveyed and/or treated for invasive species across 19 forest tracts. Conservation Area campgrounds were busy with 451 seasonal campers and over 7,400 overnight stays. I would like to express my sincere appreciation to the Board and sta for all of their eorts that led to achieving so many positive results in 2023. I hope you enjoy this annual report, where we highlight the above work and more that our LPRCA team accomplished. John Scholten | Chair, LPRCA Board of Directors Judy Maxwell | General Manager, LPRCA In Memoriam It is with sadness that the Long Point Region Conservation Authority notes the passing of former Board of Directors member and Norfolk County Councillor, Roger Geysens. Roger sat on the Board for 17 years, three of which he served as Chair. Roger passed away peacefully in November of 2023 surrounded by his loved ones. Roger was a man of dedication who contributed his time and eort to the betterment of the community. He will be greatly missed. Roger Geysens Memorial Forest Dedication Service Annually, a Memorial Forest Dedication Service is held at Backus Heritage Conservation Area where donors and families are invited to honour and remember loved ones by planting trees in their memory. This year we honoured 212 loved ones. In 2023, Vice Chair Michael Columbus took the podium to deliver a speech to attendees followed by musical performances from Brenda Atkinson and Becky Hollingsworth and a service from Rev. Dr. Richard Hollingsworth. The Memorial Forest is a living and growing forest planted at the entrance of Backus Heritage Conservation Area and is generously supported by memorial donations made to celebrate loved ones in a unique and everlasting way. Memorial Forest ceremony 2023 4 Protecting Life & Property Flood Forecasting Watershed Conditions Statements Flood Watches Flood Warnings 2023 2022 6 4 3 5 2 1 A significant mandate that LPRCA works to accomplish is protecting people and property from natural hazards. The Flood Forecasting and Warning program plays a vital role in doing so. LPRCA’s Flood Forecasting and Warning team works on rotation 24/7/365, monitoring both lake and riverine conditions across the watershed to ensure flood-related messages are issued when necessary. If flood conditions are present, the team coordinates with munic-ipal sta and notifies the public. In 2023, a total of eight flood-related messages were issued. Along with flood monitoring, LPRCA has a low-water response team that monitors groundwater levels. There were no advisories issued in 2023. After four years of high static water levels in Lake Erie with all-time highs in 2019 and 2020, the lake levels have decreased significantly but still remain slightly above historical average levels. Lower lake levels decrease the frequency and likelihood of storm surge flooding, but ultimately does not eliminate the risk of flooding. High sustained winds will still cause flooding in coastal areas. Vienna, April 2023 The Clean Water Act of 2006 designates Conservation Authorities as Source Protection Authorities to work with multi-stakeholders and Source Protection Committees to develop watershed-based plans for the protection of drinking water sources. Locally, the Lake Erie Source Protection Region includes the Long Point Region CA, Grand River CA, Catfish Creek CA and Kettle Creek CA watersheds. Each of these Conservation Authorities has its own source protection plan. The Long Point Region plan update will be submitted to the Ministry by December 15, 2024. Source Water Protection Vittoria Dam - Conservation Ontario Class Environmental Assessment Vittoria Dam, 2023 The Vittoria Dam was first constructed between 1805 and 1810 on Young’s Creek near the town of Vittoria, Norfolk County, to power grist and sawmills. The dam was rebuilt several times over its history, most recently in 1965 by the Big Creek Region Conservation Authority. A Dam Safety Review completed in 2015 for LPRCA by engineering company, AECOM, identified the dam as a High Hazard Dam based on capacity and structural issues that could aect public safety and the sensitive cold-water environment. A Conservation Ontario Class Environmental Assessment is currently being conducted by Matrix Solutions Inc. to evaluate options for repair, replacement or decommissioning, to address the capacity and structural issues. The ongoing assessment will be completed in 2024. Vittoria Dam, 2023 Vittoria Dam, 2023 An upgrade to LPRCA’s hydrology model was made possible under the new Federal Flood Hazard Identification and Mapping Program (FHIMP). The hydrology model will be a HEC-HMS hydrologic model and will simulate the complete hydrologic process within the entire 2,782 square kilometer watershed. The new model will provide input to flood hazard mapping and improve flood forecasting and warning and enable future floodplain mapping. The project is set to be completed in 2024. Lehman Dam and Vittoria Dam Fencing Projects Safety fencing was installed at the Lehman and Vittoria Dams in 2023 with matched funding provided through the Ministry of Natural Resources and Forestry Water and Erosion Control Infrastructure (WECI) Fund. Lehman Dam, 2023 Riverine Flood Hydrology Watershed Model Vittoria Dam, 2023 Lehman Dam, 2023 Planning & Regulations Permit Applications Issued Municipal Applications Reviewed Pre-consultation Meetings 2023 2022 278 160 56 245 117 32 In partnership with the Ministry of Natural Resources and Forestry (MNRF) – Lake Erie Management Unit, LPRCA undertook new floodplain mapping for Big Otter Creek between Tillsonburg and Calton Line in Bayham. The new floodplain mapping will support LPRCA’s flood forecasting and warning for downstream Vienna and Port Burwell while aiding the MNRF with fish spawning habitat data. In 2023, LPRCA issued 245 permits while continuing to decrease average permit turnaround times. The average turnaround time for minor applications was 3 days, compared to 4.2 days in 2022. In 2023, the average turnaround time for major applications was 3.7 days, compared to 4.9 days in 2022. Guided by the Planning Act, Conservation Authorities Act and Ontario Regulation 178/06, LPRCA’s planning team works to regulate development in floodplains and hazardous areas within our watershed and member municipalities to prevent the loss of life and property damage caused by natural hazards such as flooding and erosion. Big Otter Creek Mapping Project LPRCA Interactive Mapping Tool After - erosion control project Before - erosion control project Enhancing Watershed Health Stewardship LPRCA is proud to oer a number of landowner services to residents in the Long Point Region Watershed that help to preserve and enhance the natural environment within it. These services include tree planting, restoration projects, erosion control plans and rural water quality projects that all have numerous benefits for our watershed ranging from limiting nutrient runo to restoring the watershed’s natural hydrology. In 2023, LPRCA facilitated the planting of 29,150 trees under Forest Ontario’s 50 Million Program, Ontario Power Generation’s (OPG) Regional Biodiversity Program and the Municipal Trees for Roads Program. With funding from Environment and Climate Change Canada’s Integrated Conservation Action Plan (ECCC/ICAP), (coordinated by Norfolk ALUS), 1,280 acres of cover crops were planted in partnership with 13 agricultural producers. In addition to cover crop funding, ECCC/ICAP helps fund LPRCA’s erosion control program along with Canada-Ontario Agreement (COA) funding from the Ministry of Agriculture, Food, and Rural Aairs (coordinated by Kettle Creek Conservation Authority) and the Elgin Clean Water Program funded by Elgin County. LPRCA sta designed four erosion control projects and two were funded and completed. In 2023, OPG’s Regional Biodiversity Program funding supported the control of Phragmites australis, Common Buck-thorn, European Black Alder and other invasive species on 211 acres of land at the Lee Brown Marsh and Dereham Wetlands. Phragmites australis Lee Brown Waterfowl Management Area 9 Invasive Species Control Managing invasive species is crucial to maintaining the health of the native species found within our forest tracts. In the summer of 2023, LPRCA participated in a province wide pilot research program project organized by the Invasive Species Centre, Natural Resources Canada and the Canadian Food Inspection Agency (CFIA) to monitor for potential infestation of Hemlock Woolly Adelgid (HWA). Installation of DNA traps were set up at the Jacques Tract in Haldimand County to look for traces of HWA. LPRCA traps initially came back negative for HWA, but in the fall of 2023 CFIA reported a positive case in Haldimand County on private lands. Forestry sta then identified HWA in the Haldimand Conservation Area. CFIA confirmed it as a positive case. On-going monitoring and treatment plans for infected trees on our lands and on neighbouring properties with infected Hemlocks are in the works for 2024. LPRCA forestry sta continue to survey and treat forest tracts for invasive species with funding from Environment and Climate Change Canada in partnership with the Long Point Basin Land Trust. In 2023, over 1,500 acres of land was surveyed and/or treated for invasive species across 19 LPRCA properties to control/eliminate invasive species. Forestry sta will continue to monitor for new up and coming invasive species that threaten the watershed, such as Oak Wilt. Hemlock Woolly Adelgid (HWA) Invasive Species Spraying Treatment Forest Management LPRCA owns over 11,000 acres of land, with a total of 90 forest tracts. Over 7,500 acres are managed forests enrolled in the Managed Forest Tax Incentive Program and 2,500 acres of land are enrolled in the Conservation Lands Tax Incentive Program. LPRCA also has over 1,145 acres of land that are protected and classified as Natural Heritage Woodlands. LPRCA focuses on ecologically sustainable forest manage-ment with attention to social, economic and ecological values to ensure the Authority can continue its legacy of well-managed forests using good forestry practices. Long Point Region Conservation Authority achieved Forest Stewardship Council® (FSC®) Forest Management Certification in December 2014 through the Eastern Ontario Model Forest’s FSC Group Forest Management Certificate (FSC® C018800). Certified forests follow a set of internationally recognized forest man-agement standards that verify the forest is being managed to conserve biological diversity, benefit local people and industry, and ensure economic viability. In the 2023 field season, 590 acres on four forest tracts were surveyed by a qualified ecologist to identify Species at Risk and Species of Concern. As per the Endangered Species Act, this was done to help protect those species and their habitats during harvesting operations. A total of four properties were tendered for harvesting in 2023, totalling just over 163 acres. Harvesting Operations Species at Risk - American Chestnut 11 Water Quality Monitoring Watershed Report Card Since 2002, LPRCA has monitored surface and ground water quality in partnership with the Ministry of the Envi-ronment, Conservation and Parks, with partners such as the Provincial (Stream) Water Quality Monitoring Network (PWQMN), Provincial Ground Monitoring Network (PGMN) and Ontario Benthos Bio-monitoring Network (OBBN). In 2023, samples were collected for PWQMN and for PGMN. Surface water samples are collected eight times a year at ten locations found throughout the watershed and are analyzed for various parameters including chloride, nutri-ents and metals. Ground water samples are collected annually from 11 sampling wells. LPRCA’s stream monitoring program collects samples for the mandatory provincial programs, but also includes data collection for stream temperature monitoring from 14 sites and benthic invertebrate sampling from 12 sites. The data provides input to dam operations, low water response, permitting, drain maintenance, environmental assess-ments and stream restoration activities. Conservation Authorities produce a Watershed Report Card (WRC) every five years reporting on the health of the forests, wetlands, and water resources within a watershed. Using Conservation Ontario guidelines and standards, LPRCA produced the 2023 Watershed Report Card based on data from 2017-2021, with the exception of groundwater which uses up to 20 years of available data. The WRC identifies grades for a standard set of environmental indicators. LPRCA’s full Watershed Report Card can be found on our website, www.lprca.on.ca With information gathered in the WRC, LPRCA sta can address what the current issues are and what next steps are needed to improve the health of the watershed. The WRC engages the community by translating the science into a tangible format, familiarizes people with LPRCA’s role in watershed health and key issues and highlights measures that can be taken by the public to contribute to the watershed’s overall health. Benthic Invertebrate Samples Water Sample Collection Backhouse Historic Site Connecting People to Nature Education Programming 2023 saw the Backhouse Historic Site, located in Backus Heritage Conservation Area, reopen with guided tours, period demonstrations and other activities led by interpreters. Additional upgrades were made to buildings in the Backhouse Historic Site. Notably, the community hall building porch was completely refurbished. For the first complete year of programming since 2019, over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage Conservation Area. Outdoor Education Programming Heritage Programming Heritage Education ProgrammingCommunity Hall Porch Replacement at Backus Heritage CA 13 Conservation Areas & Land Holdings 2023 brought a busy camping season across LPRCA’s five campgrounds, with 451 seasonal campsites booked, compared to 441 in 2022. Along with the seasonal campsites, there were a staggering 7,422 overnight stays throughout the season. LPRCA successfully piloted a self-check-in process with the Authority’s camping reservation system, CAMIS. Removal of Hazard Trees at Haldimand CA New Trailhead Sign at Backus Heritage CA Long Point Fish & Game Club, one of two donated fishing docks at Deer Creek CA Norfolk CA Second well added to Waterford North CA Children’s Fishing Derbies LPRCA 2023 Watershed Tour The annual event that embraces the playfulness of being a child while participating in friendly competition—the 2023 Deer Creek Children’s Fishing Derby was a reel-ly fun day for the whole family! There were 98 children in attendance who got to embrace the joy of fishing during the August heat. In the fall of 2023, LPRCA sta and Board members participated in a tour of the watershed. This tour provides an opportunity to view properties, facilities, research stations and campgrounds demonstrating work done by sta. During this tour, attendees visited several sites including, Deer Creek Conservation Area and the Deer Creek Dam, the Port Rowan Lake Erie Gauge, Backus Heritage Conservation Area and the Backus Weather Station, the McMaster University Research Tower at the Wilson Tract, the Gage Tract, Waterford North Conservation Area, Vittoria Dam and sites where erosion control projects and invasive species projects had taken place. At the dierent locations, LPRCA sta presented information on ongoing projects and touched on the background of each destination. Big Catch at the 2023 Derby Sta at the 2023 Watershed Tour 15 Conservation Stewardship Award Leighton & Betty Brown Scholarship Empowering and educating the youth of today to better our tomorrow is essential to protect, restore and maintain the health of our watershed. The scholarship recognizes graduating high school students who have achieved academic excellence and have distinguished themselves in extracurricular activities, environmental community service and volunteer activities. The Lee Brown Marsh Management Committee was pleased to award two $1,000 scholarships to Hannah Irvine and Adriaan van Hoeve due to their passion for the environment. The scholarship will support their post-secondary education journey in environmental and conservation education. LPRCA is pleased to present the annual Conservation Stewardship Award to Kyle Hiebert of Hiebert Farms in Port Rowan, ON. Kyle was nominated by members of ALUS Norfolk and is commended for his passion for conservation education, woodlot management, reforestation and wetland conservation. Kyle is an active advocate in his community as a member of ALUS Norfolk’s Partnership Advisory Committee. Kyle has participated in tree planting and wetland construction projects with LPRCA and through other partnerships. With his continued conservation advocacy, eorts and commitments, Kyle is well deserving of the Long Point Region Conservation Stewardship Award. 2023 Scholarship Recipents Hannah Irvine and Adriaan van Hoeve Wetland Created on Hiebert Farms 2023 LPRCA Sta Long Point Region Conservation Authority is one of 36 Conservation Authorities in Ontario that shares a common goal of protecting people and property from natural hazards. LPRCA is a special-purpose environmental body that works in partnership with our eight-member municipalities, the provincial and federal governments, and the community to protect, restore and manage the natural heritage in the Long Point Watershed. Meet the Authority Judy Maxwell Ben Hodi Aaron Le Duc Leigh-Anne Mauthe Lorrie Minshall Saifur Rahman General Manager/Secretary-Treasurer Manager of Watershed Services Manager of Corporate Services Interim Manager of Watershed Services Project Manager, Watershed Services Manager of Engineering & Infrastructure Sta Christmas Tree Decorating 2023 As well as our many seasonal sta and summer students. Kim BrownPaige BurkeGreg ButcherJe CalliauwBob DewdneyMeagan DoanEvan Forbes Paul GagnonBrandon GoodBrock HusseyIsabel JohnsonAmanda KayeRyan Kindt Marsh ManagerAccounting ClerkGrounds MaintenanceCarpenterMarsh Operations LabourerResource PlannerSupervisor Haldimand CA & Parks Promotion AssociateLands & Waters SupervisorSuperintendent of Conservation AreasLands & Waters TechnicianResource PlannerAccounting ClerkWorkshop Technician Jessica KingDana McLachlanBarry NormanSarah PointerDavid ProrackiChris ReinhartDarell RohrerFrank SchramJeery SmithsonNicole SullivanDebbie ThainSarah Willson Marketing & Social Media AssociateExecutive AssistantWorkshop Operations LabourerCuratorWater Resources AnalystForestry TechnicianWorkshop Operations LabourerWorkshop SupervisorWorkshop Operations LabourerHR Associate/ReceptionistSupervisor of ForestryProject Support 2023 Board of Directors Tom Haskett, ChairLarry ChandaMichael ColumbusLou KociukJohn Scholten Betty Chanyi, ChairDaves BeresMichael ColumbusDene ElligsonTom MasschaeleJohn ScholtenHeather SmithJulie StoneMadaline Wilson Backus Museum Committee Lee Brown Marsh Management Committee John Scholten A Fond Farewell Since 2014, John Scholten has been on the Board of Directors for Long Point Region Conservation Authority, serving as Chair for two years and as Vice-Chair for five years. During his nine years on the Board, he also sat on a several standing commit-tees and a number of ad hoc committees. John played a significant role in the Authority’s successes and committed himself to his various positions. He was appointed to the Board by Oxford County, representing the Township of Norwich. John announced his retirement from the Board alongside his retirement from his position serving as a Norwich Councillor. The LPRCA Board and sta thank John for his dedicated service and wish him a happy retirement. Thank you John, enjoy your retirement. Chair Vice ChairMichael ColumbusJohn Scholten Directors Shelley Ann Bentley Dave BeresDoug Brunton Robert Chambers Tom Masschaele Stewart Patterson Chris Van Paassen Rainey Weisler Peter Ypma Haldimand County Town of Tillsonburg Norfolk County County of Brant Norfolk County Haldimand County Norfolk County Municipality of Bayahm/ Township of Malahide Township of South-West Oxford 2023 Revenue Municipal Levy - Opera�ng 2,099,510$ 33% Municipal Levy - Capital 150,000$ 2% Provincial Funding 35,229$ 1% Fees 3,522,981$ 56% Forestry 499,788$ 8% Gain on Sale of Assets 11,271$ 0% Total Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022.Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022. 6,318,779 Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022. $ Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022. 100% Planning and Watershed Services 1,092,552$ 21% Backus Heritage CA 317,138$ 6% Maintenance Opera�ons Services 778,254$ 15% Forestry Services 412,513$ 7% Conserva�on Parks 1,410,308$ 26% Corporate Services 1,305,091$ 25% Total 5,315,856$ 100% 2023 Expenditures Corporate Services 856,977$ 36% Planning and Watershed Services 613,521$ 29% Backus Heritage CA 150,426$ 5% Maintenance Opera�ons Services 628,586$ 30% Total 2,249,510$ 100% Use of 2023 Operating Levy Haldimand County 324,284$ 14% Norfolk County 1,165,865$ 52% Oxford County 484,196$ 22% Brant County 157,605$ 7% Bayham Municipality 101,215$ 4% Malahide Township 16,345$ 1% Total 2,249,510$ 100% Share of 2023 Operating Levy Facts & Figures of land.11,000 acres 225 km of Lake Erie Shoreline, 2,782 km withThe watershed is 7,500 acres managed forest tract, 1,145 acres natural heritage woodland, 800 acres uplands and marsh & 13 water-control structures, 5 campgrounds, 600 +campsites, Quick Facts 99,098 population in the watershed, Financial Highlights 9 Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022.Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022.Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022.Over 2,000 students participated in interactive heritage and outdoor education programming at Backus Heritage CA, doubling the number of students in 2022. Thank you to our municipal partners Municipality of Bayham | County of Brant | Haldimand County Township of Malahide | Norfolk County | Township of NorwichTownship of South West Oxford | Town of Tillsonburg 4 Elm Street, Tillsonburg, ON N4G 0C4519-842-4242 | 1-888-231-5408conservation@lprca.on.cawww.lprca.on.ca Member of the Conservation Ontario Network @lpr_ca@LongPointConservation@longpointca@lprca LONG POINT REGION CONSERVATION AUTHORITY Financial Statements December 31, 2023 LONG POINT REGION CONSERVATION AUTHORITY INDEX TO THE FINANCIAL STATEMENTS DECEMBER 31, 2023 Page(s) Management Report 1 Independent Auditor’s Report 2 – 3 Statement of Financial Position 4 Statement of Operations and Change in Accumulated Surplus 5 Statement of Changes in Net Financial Assets 6 Statement of Cash Flows 7 Notes to the Financial Statements 8 – 16 Schedule 1 –Schedule of Deferred Revenue 17 Schedule 2 –Schedule of Tangible Capital Assets 18 Schedule 3 –Schedule of Internally Restricted Reserves 19 Schedule 4 –Schedule of Externally Restricted Reserves 20 Schedule 5 –Schedule of Segmented Reporting 21 – 22 Page 1 MANAGEMENT REPORT Management’s Responsibility for the Financial Statements The accompanying financial statements are the responsibility of the management of Long Point Region Conservation Authority and have been prepared by management in accordance with Canadian public sector accounting standards. Management is also responsible for the notes to the financial statements, schedules and the integrity and objectivity of these financial statements. The preparation of financial statements involves the use of estimates based on management’s judgment to which management has determined such amounts on a reasonable basis in order to ensure that the financial statements and any other supplementary information presented are consistent with that in the financial statements. The Authority is also responsible to maintain a system of internal accounting and administrative controls that are designed to provide reasonable assurance that the financial information is relevant, reliable, available on a timely basis, and accurate, and that the transactions are properly authorized and that the Authority’s assets are properly accounted for and adequately safeguarded. The Board of Directors are responsible for ensuring that management fulfills its responsibilities for financial reporting and internal control. The Board reviews internal financial statements on a quarterly basis with management, as well as with the external auditors to satisfy itself that each party is properly discharging its responsibilities with respect to internal controls and financial reporting. The external auditors MNP LLP have full and free access to financial information and the Board of Directors prior to the approval of the financial statements. The financial statements have been examined by MNP LLP, the external auditors of the Authority. The responsibility of the external auditors is to conduct an independent examination in accordance with Canadian generally accepted auditing standards, and to express their opinion on whether the financial statements are fairly presented in all material respects in accordance with Canadian public sector accounting standards. _____________________________ Robert Chambers Chairman of the Board _______________________________ Judy Maxwell, CPA, CGA General Manager, Secretary/Treasurer Tillsonburg, Canada March 1, 2024 T: 519.679.8550 F: 519.679.1812Suite 700, 255 Queens Avenue, London ON, N6A 5R8 MNP LLP MNP.ca LLP - London - 255 Queens Avenue Independent Auditor's Report To the Board of Directors of Long Point Region Conservation Authority: Opinion We have audited the financial statements of Long Point Region Conservation Authority (the "Authority"), which comprise the statement of financial position as at December 31, 2023, and the statements of operations and change in accumulated surplus, changes in net financial assets and cash flows for the year then ended, and notes to the financial statements, including a summary of significant accounting policies. In our opinion, the accompanying financial statements present fairly, in all material respects, the financial position of the Authority as at December 31, 2023, and the results of its operations, changes in its net financial assets and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditor’s Responsibilities for the Audit of the Financial Statements section of our report. We are independent of the Authority in accordance with the ethical requirements that are relevant to our audit of the financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Financial Statements Management is responsible for the preparation and fair presentation of the financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is responsible for assessing the Authority’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate the Authority or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the Authority’s financial reporting process. Auditor's Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Authority’s internal control. Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. Conclude on the appropriateness of management's use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the Authority’s ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditor's report. However, future events or conditions may cause the Authority to cease to continue as a going concern. Evaluate the overall presentation, structure and content of the financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. London, Ontario Chartered Professional Accountants March 1, 2024 Licensed Public Accountants 255 Queens Ave, Suite 700, London, Ontario, N6A 5R8 T: 519.679.8550 F: 519.679.1812 MNP.ca LONG POINT REGION CONSERVATION AUTHORITY Page 4 STATEMENT OF FINANCIAL POSITION AS AT DECEMBER 31, 2023 2023 2022 Financial Assets Cash (note 3)$ 4,059,009 $ 4,234,795 Investments (note 4) 8,429,577 7,203,254 Accounts receivable 388,631 202,609 Accrued receivable 13,575 74,737 Other assets 75,824 119,063 12,966,616 11,834,458 Financial Liabilities Accounts payable and accrued liabilities 356,288 216,917 Deferred revenue (schedule 1) 879,128 764,761 1,235,416 981,678 Net financial assets 11,731,200 10,852,780 Non-Financial Assets Tangible capital assets (schedule 2) 8,063,197 7,938,694 Net assets $ 19,794,397 $ 18,791,474 Commitment (note 6) Contingent liabilities (note 8) Accumulated Surplus Accumulated surplus -internally restricted (schedule 3) 5,743,696 4,873,220 Accumulated surplus -externally restricted (schedule 4) 5,987,504 5,979,560 Accumulated surplus -tangible capital assets 8,063,197 7,938,694 Total accumulated surplus $ 19,794,397 $ 18,791,474 On behalf of the Board of Directors: ________________________ Robert Chambers Chair, Board of Directors ________________________ Dave Beres Chair, Audit and Finance Committee LONG POINT REGION CONSERVATION AUTHORITY Page 5 STATEMENT OF OPERATIONS AND CHANGE IN ACCUMULATED SURPLUS FOR THE YEAR ENDED DECEMBER 31, 2023 Budget Actual Actual 2023 2023 2022 (note 5) Revenues Municipal levies: General $2,099,510 $2,099,510 $1,724,259 Special 150,000 150,000 381,700 Government grants: Provincial 35,229 35,229 35,229 Corporate services (note 7)244,066 372,551 203,719 Planning and watershed services 335,170 532,681 596,905 Forestry services 446,788 499,788 512,506 Backus Heritage conservation area 175,236 213,802 210,656 Conservation parks 1,895,538 2,044,566 1,924,723 Donations - - - Maintenance operations services 572,015 359,381 199,238 Gain on disposal of tangible capital assets -11,271 13,339 Total Revenues 5,953,552 6,318,779 5,802,274 Expenditures Corporate services 1,319,123 1,305,091 1,199,132 Planning and watershed services 918,813 1,092,552 770,456 Forestry services 439,515 412,513 408,942 Backus Heritage conservation area 325,662 317,138 192,759 Conservation parks 1,612,933 1,410,308 1,306,541 Maintenance operations services 952,708 778,254 723,313 Total expenditures 5,568,754 5,315,856 4,601,143 Annual Surplus $384,798 $1,002,923 $1,201,131 Accumulated surplus, beginning of the year 18,791,474 18,791,474 17,590,343 Accumulated surplus, end of the year $19,176,272 $19,794,397 $18,791,474 LONG POINT REGION CONSERVATION AUTHORITY Page 6 STATEMENT OF CHANGES IN NET FINANCIAL ASSETS FOR THE YEAR ENDED DECEMBER 31, 2023 Budget Actual Actual 2023 2023 2022 (note 5) Annual Surplus $384,798 $1,002,923 $1,201,131 Acquisition of tangible capital assets (651,955)(416,841)(495,024) Gain on disposal of tangible capital assets -(11,271)(13,339) Proceeds on disposal of tangible capital assets -20,890 42,749 Amortization of tangible capital assets -282,719 250,192 Change in net financial assets (267,157)878,420 985,709 Net financial assets, beginning of year 10,852,780 10,852,780 9,867,071 Net financial assets, end of year $10,585,623 $11,731,200 $10,852,780 LONG POINT REGION CONSERVATION AUTHORITY Page 7 STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2023 2023 2022 Cash Flows from Operating Activities Operating activities: Annual Surplus $1,002,923 $1,201,131 Items not affecting cash: Amortization of tangible capital assets 282,719 250,192 Gain on disposal of tangible capital assets (11,271)(13,339) 1,274,371 1,437,984 Change in non-cash working capital: Accounts receivable (186,022)105,047 Accrued receivable 61,162 (54,451) Other receivables 43,239 (12,521) Accounts payable and accrued liabilities 139,371 (214,284) Deferred revenue 114,367 158,172 1,446,488 1,419,947 Investing activities: Acquisition of tangible capital assets (416,841)(495,024) Change in investments (1,226,323) (380,828) Proceeds on disposal of tangible capital assets 20,890 42,749 (1,622,274) (833,103) Change in cash (175,786) 586,844 Cash, beginning of year 4,234,795 3,647,951 Cash, end of year $4,059,009 $4,234,795 LONG POINT REGION CONSERVATION AUTHORITY Page 8 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 1.Purpose of the Organization Long Point Region Conservation Authority (the “Authority”) is a special purpose environmental body established under the Conservation Authorities Act of Ontario and works with member municipalities, other stakeholders, and undertakes programing to protect,restore and manage the natural resources and features in the Long Point Region Watershed. 2.Significant Accounting Policies The financial statements of Long Point Region Conservation Authority are the representation of management, prepared in accordance with Canadian public sector accounting standards for local governments as recommended by the Public Sector Accounting Board (PSAB) of the Chartered Professional Accountants of Canada. The policies that are considered to be particularly significant are as follows: [a] Revenue Recognition The Authority follows the deferral method of accounting for contributions and government transfers. Restricted contributions and government transfers are deferred and are recognized as revenues in the year in which the related expenses are incurred or services performed. Unrestricted contributions and government transfers are recognized as revenues in the period in which events giving rise to the revenue occur, provided that the transactions are authorized, any eligibility criteria have been met, and a reasonable estimate can be made of the amount to be received. General grants and levies are recognized in the period they pertain to. Corporate services, Planning and watershed services, Forestry services, Conservation parks and Maintenance operations services are recognized as the related expenses are incurred and the services are provided. Interest and investment income is recognized on the accrual basis as it is earned. [b] Accrual Accounting Revenues and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. LONG POINT REGION CONSERVATION AUTHORITY Page 9 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 2. Significant Accounting Policies (continued from previous page) [c] Internal Transactions All inter-departmental revenues and expenditures have been eliminated for these financial statements. [d] Investments All of the investments are carried at amortized cost using the effective interest rate method. The Board of Directors has the intention to hold investments until maturity. [e] Reserve Fund Balances Internally restricted reserves are those with restrictions imposed by the Board of Directors in order to ensure funds are available for financial relief in the event of a significant loss of revenues or other financial emergency for which there is no other source of funding available.Internally restricted funds are as follows: (i)The Education Centre Maintenance Fund for the maintenance of the Backus Conservation Education Centre. (ii)The OPG Forest Corridor Fund for the long-term monitoring of forest areas. (iii)The Memorial Woodlot fund for the donations to the Memorial Woodlot Fund and cost to Memorial Woodlot Fund at Backus. (iv)The Lee Brown Waterfowl M.A. Capital Replacement Fund for the capital replacements of Lee Brown Waterfowl M.A. (v)The Capital Levy fund for capital additions, replacements or improvements within the authority. (vi)The Dam Fund is for maintenance and capital upgrades to the Authority owned flood control structures. (vii)The Administration Office Fund is for the future acquisition of office space that meets the organization’s needs. (viii)The Strategic Investments in Operation/Capital Fund is for investment in operations and capital alignment with the organization’s strategic plan. (ix)The Motor Pool Reserve is for the Operations/Capital replacement of the Authority’s Motor Pool fleet and equipment. (x)The User Fee Reserve is for the Operations/Capital of the self-sustaining programs and services (Forestry and Parks). Externally restricted reserves are those with restriction imposed by individuals external to the Board of Directors. Externally restricted funds are as follows: (i)Revenues and expenditures related to the Backus Heritage Village are recorded in the Backus Heritage Village Trust Fund. LONG POINT REGION CONSERVATION AUTHORITY Page 10 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 2.Significant Accounting Policies (continued from previous page) (ii)Revenues and expenditures related to the Leighton and Betty Brown scholarships are recorded in the Leighton and Betty Brown Scholarship Fund. (iii)Disposition of Lands Reserve shall use the funds for dam studies and repairs, flood hazard mapping and flood forecasting tools. (iv)The Backus Woods Reserve shall be used for conservation educational activities and capital expenditures related to educational activities at the Backus Heritage Conservation Area. [f] Tangible Capital Assets Tangible capital assets are recorded at cost which includes amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual values, of the tangible capital asset, excluding land and landfill sites, are amortized on a straight- line basis over their estimated useful lives as follows: Asset Useful Life -Years Land improvements 20 years Buildings and building improvements 20 -50 years Machinery & equipment 20 years Furniture and fixtures 10 years Computers 5 years Motor vehicles 10 years Infrastructure 10 -50 years Amortization is charged in the year of acquisition and in the year of disposal. Assets under construction are not amortized until the asset is available for productive use. Contributed tangible capital assets are recorded into revenues at their fair market values on the date of a donation. [g] Donations Unrestricted donations are recorded as revenue in the year they are received. Externally restricted donations are deferred and recognized as revenue in the year in which the related expenses are recognized.Donated materials and services are recorded as revenue and expenditure when the fair market value of the materials and services donated is verifiable, only to the extent the Authority has issued a charitable donation receipt for those materials and services. LONG POINT REGION CONSERVATION AUTHORITY Page 11 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 2.Significant Accounting Policies (continued from previous page) [h] Use of Estimates The preparation of the financial statements of the Authority, in conformity with Canadian public sector accounting standards, requires management to make estimates that affect the reported amount of assets and liabilities and the disclosure of contingent liabilities, at the date of the financial statements and the reported amounts of revenues and expenses during the period. Actual results may differ from these estimates. [i]Contaminated Sites Contaminated sites are the result of contamination being introduced in air, soil, water or sediment of a chemical, organic, or radioactive material or living organism that exceed an environmental standard. A liability for remediation of contaminated sites is recognized, net of any expected recoveries, when all of the following criteria are met: (i)an environmental standard exists; (ii)contamination exceeds the environmental standard; (iii)the Authority is directly responsible or accepts responsibility for the liability; (iv)future economic benefits will be given up; and (v)a reasonable estimate of the liability can be made. [j] Deferred Revenue The Authority receives contributions principally from public sector bodies pursuant to legislation, regulations or agreements that may only be used for certain programs or in the completion of specific work.These amounts are recognized as revenue in the fiscal year the related expenditures are incurred or service is performed. [k] Financial instruments (i)Measurement of financial instruments The Authority initially measures it financial assets and financial liabilities at fair value adjusted by, in the case of a financial instrument that will not be measured subsequently at fair value, the amount of transaction costs directly attributable to the instrument. The Authority subsequently measures its financial assets and financial liabilities at amortized cost. LONG POINT REGION CONSERVATION AUTHORITY Page 12 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 2.Significant Accounting Policies (continued from previous page) Financial assets measured at amortized cost include cash, accounts receivable and accrued receivables. Financial liabilities measured at amortized cost include accounts payable and accrued liabilities. (ii)Impairment All financial assets are assessed for impairment on an annual basis. When a decline is determined to be other than temporary, the amount of the loss is reported in the Statement of Operations and any unrealized gain is adjusted through the Statement of Remeasurement Gains and Losses. When the asset is sold, the unrealized gains and losses previously recognized in the Statement of Remeasurement Gains and Losses are reversed and recognized in the Statement of Operations. The write-down reflects the difference between the carrying amount and the higher of: a)the present value of the cash flows expected to be generated by the asset or group of assets; b)the amount that could be realized by selling the assets or group of assets; c)the net realizable value of any collateral held to secure repayment of the assets of group of assets. There are no items to be reported on the Statement of Remeasurement Gains and Losses, as a result, this statement has not been presented. [l] Asset Retirement Obligations Effective January 1, 2023, the Authority adopted the new accounting standard PS 3280, Asset Retirement Obligations, issued by the Canadian Public Sector Accounting Board. This standard provides guidance over the reporting of legal obligations associated with the retirement of capital assets that are either currently in productive use or no longer in productive use and controlled by the entity, and the costs associated with the retirement of these assets. There was no impact on the financial statements as a result of this change in accounting policy. LONG POINT REGION CONSERVATION AUTHORITY Page 13 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 3. Cash Cash consists of cash on hand and all bank account deposits. The cash balance is comprised of the following: 2023 2022 General $4,009,811 $4,084,554 Externally restricted: Backus Heritage Village 26,664 49,028 Leighton and Betty Brown Scholarship 22,534 101,213 $4,059,009 $4,234,795 General cash includes a bank account earning interest at 5.40% (2022 – 4.65%). 4.Investments The Authority holds short-term guaranteed investment certificates, money market funds and cash within their investments. The investment balance is comprised of: 2023 2022 Government and corporate bonds, maturing at various dates between 2024 and 2035, yields varying between 1.4% and 5.0%$5,955,000 $3,700,000 Guaranteed investment certificates maturing at various dates in 2024, yielding between 5.0%and 5.75%1,505,000 400,000 Principal protected notes –fixed income note, yields varying between 0% and index return multiplied by the participation rate 1,000,000 1,000,000 Principal protected notes –fixed income note, yields varying between 0% and 7.5%-2,000,000 Money market funds, no specified maturity or yield 11,342 7,221 Cash 43,397 67,072 8,514,739 7,174,293 Plus: accrued interest 32,469 19,247 Plus: unamortized purchase premium (117,631)9,714 (85,162)28,961 $8,429,577 $7,203,254 LONG POINT REGION CONSERVATION AUTHORITY Page 14 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 5.Budget Figures The unaudited budget data presented in these financial statements are based upon the 2023 operating and capital budgets approved by the Board of Directors on January 11, 2023. 6.Commitment The Authority rents a premise under a long-term operating lease that expires October 2028, with two further 5 year optional renewal periods, with a final term ending October, 2038. The operating lease payments are as follows: 2024 113,086 2025 115,347 2026 117,654 2027 120,007 2028 122,407 Thereafter 1,335,558 1,924,059 7. Investment Income Included in corporate services revenue is interest income on investments of $321,032 (2022 - $142,770). 8.Contingent Liabilities From time to time, the Authority is subject to claims and other lawsuits that arise in the course of ordinary business, in which damages have been sought. These matters may give rise to future liabilities for which the Authority maintains insurance coverage to mitigate such risks. The outcome of these actions is not determinable, and accordingly, no provision has been made in these financial statements for any liability that may result. Any losses arising from these actions will be recorded in the year in which the related litigation is settled. LONG POINT REGION CONSERVATION AUTHORITY Page 15 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 9.Pension Agreements The Authority makes contributions to the Ontario Municipal Employees Retirement System (“OMERS”) plan, which is a multi-employer plan, on behalf of full-time and qualifying part-time employees. The plan is a defined benefit pension plan, which specifies the amount of the retirement benefit to be received by employees based on the length of service, pension formula and employee earnings. Employees and employers contribute equally to the plan. In 2023, the Authority’s contribution to OMERS was $193,377 (2022 – $152,467). The latest available report for the OMERS plan was December 31, 2022. At that time the plan reported a $6.7 billion actuarial deficit (2021 - $3.1 billion deficit), based on actuarial liabilities of $130.3 billion (2021 -$120.8 billion) and actuarial assets of $123.6 billion (2021 -$117.7 billion). Ongoing adequacy of the current contribution rates will need to be monitored and may lead to increased future funding requirements. As OMERS is a multi-employer pension plan, any pension plan surpluses or deficits are a joint responsibility of all eligible organizations and their employees. As a result, the Authority does not recognize any share of the OMERS pension actuarial surplus or deficit. 10.Segmented information The Authority provides a range of services. Distinguishable functional segments have been separately disclosed in the segmented information schedule. The nature of those segments and the activities they encompass are as follows: Corporate services Corporate services is comprised of Governance and general administration. These areas include the Board of Directors, Office of the General Manager, Administration, Accounting and Finance, Communications, Information Services and Human Resources. Planning and Watershed Planning and watershed provides services related to property development, technical reviews, operation of flood control structures, flood forecasting and warning, restoration programming, source water protection and water quality monitoring. Forestry services Forestry is comprised of Stewardship services and Forestry. Stewardship provides tree planting, restoration and establishment programs. Forestry sustainably manages the Authority’s forest tracts resources. Backus Heritage conservation area Backus Heritage Conservation Area provides conservation education programing, heritage programming and recreational activities and is home to the Backhouse National Historic Site. LONG POINT REGION CONSERVATION AUTHORITY Page 16 NOTES TO THE FINANCAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2023 10. Segmented information (continued from previous page) Conservation parks Conservation parks provides recreational and camping activities at: Deer Creek Conservation Area, Backus Conservation Area,Haldimand Conservation Area, Norfolk Conservation Area and Waterford North Conservation Area. Maintenance operations services Maintenance Operations Services provides property, plant and equipment maintenance services and includes the Lee Brown Marsh. 11.Financial instruments and risks Unless otherwise noted, it is management's opinion that the Authority is not exposed to significant risks. There have been no changes in the Authority's risk exposures from the prior year. Credit risk The Authority is exposed to credit risk through its cash and accounts receivable. The Authority reduces its exposure to credit risk by creating an allowance for bad debts when applicable. The majority of the Authority’s receivables are from government entities. The Authority mitigates its exposure to credit loss by placing its cash with major financial institutions. Liquidity risk Liquidity risk is the risk that the Authority will not be able to meet its obligations as they become due. The Authority manages this risk by establishing budgets and funding plans to fund its expenses. 12.Comparative Figures The financial statements have been reclassified, where applicable, to conform to the presentation used in the current year. The changes do not affect prior year annual surplus. LONG POINT REGION CONSERVATION AUTHORITY Page 17 SCHEDULE 1 –SCHEDULE OF DEFERRED REVENUE FOR THE YEAR ENDED DECEMBER 31, 2023 2023 2022 Balance, beginning of year $764,761 $606,589 Externally restricted contributions 408,674 512,080 Interest earned, restricted 121,322 168,986 Contributions used in operations (415,629) (522,894) Balance, end of year $879,128 $764,761 LONG POINT REGION CONSERVATION AUTHORITY Page 18 SCHEDULE 2 –SCHEDULE OF TANGIBLE CAPITAL ASSETS FOR THE YEAR ENDED DECEMBER 31, 2023 For the year ended December 31, 2023 2023 Opening Balance Additions Disposals Balance End of Year Accumulated Amortization Beginning of Year Reversals Amortization Accumulated Amortization End of Year Net Carrying Amount End of Year Land 4,605,258$ -$ -$ 4,605,258 -$ -$ -$ -$ 4,605,258$ Land improvements 95,604 21,510 - 117,114 18,266 - 5,639 23,905 93,209 Buildings 2,362,314 148,182 12,857 2,497,639 1,202,893 8,856 55,959 1,249,996 1,247,643 Machinery and equipment 661,491 49,484 21,889 689,086 247,857 14,958 31,276 264,175 424,911 Furniture and fixtures 8,595 - - 8,595 3,143 - 859 4,002 4,593 Computers 201,922 8,328 - 210,250 183,162 - 8,600 191,762 18,488 Motor vehicles 554,540 141,768 36,663 659,645 348,719 37,976 58,364 369,107 290,538 Infrastructure 2,310,400 47,569 - 2,357,969 857,390 - 122,022 979,412 1,378,557 Total 10,800,124$416,841$ 71,409$ 11,145,556$2,861,430$ 61,790$ 282,719$ 3,082,359$ 8,063,197$ For the year ended December 31, 2022 2022 Opening Balance Additions Disposals Balance End of Year Accumulated Amortization Beginning of Year Reversals Amortization Accumulated Amortization End of Year Net Carrying Amount End of Year Land 4,605,258$ -$ -$ 4,605,258$ -$ -$ -$ -$ 4,605,258$ Land improvements 95,604 - - 95,604 13,486 - 4,780 18,266 77,338 Buildings 2,189,545 172,769 - 2,362,314 1,157,940 - 44,953 1,202,893 1,159,422 Machinery and equipment 686,262 23,169 47,940 661,491 249,058 30,509 29,308 247,857 413,634 Furniture and fixtures 8,595 - - 8,595 2,284 - 860 3,143 5,452 Computers 189,229 12,692 - 201,922 175,515 - 7,647 183,162 18,760 Motor vehicles 611,377 - 56,837 554,540 343,996 44,859 49,583 348,719 205,821 Infrastructure 2,024,007 286,394 - 2,310,400 744,329 - 113,061 857,390 1,453,010 Total 10,409,877$495,024$ 104,778$10,800,124$2,686,605$ 75,369$ 250,192$ 2,861,430$ 7,938,694$ Cost Accumulated Amortization Cost Accumulated Amortization LONG POINT REGION CONSERVATION AUTHORITY Page 19 SCHEDULE 3 –SCHEDULE OF INTERNALLY RESTICTED RESERVES FOR THE YEAR ENDED DECEMBER 31, 2023 Balance, beginning of year Transfer from operations Transfer to operations Balance, end of year Education Centre $ 50,880 $ - $ 13,242 $ 37,638 OPG Forest Corridor 36,757 -6,420 30,337 Memorial Woodlot 19,412 1,490 -20,902 Lee Brown Waterfowl Capital 19,566 22,583 -42,149 Dam Reserve 50,000 --50,000 Administration Office 569,567 --569,567 Strategic Investments in operations/capital 210,938 --210,938 Motor Pool Reserve -124,334 -124,334 User Fee Reserve - 1,070,924 -1,070,924 Capital Levy 774,497 103,283 187,059 690,721 Unrestricted Reserve 3,141,603 737,730 983,147 2,896,186 $ 4,873,220 $2,060,344 $1,189,868 $5,743,696 LONG POINT REGION CONSERVATION AUTHORITY Page 20 SCHEDULE 4 –SCHEDULE OF EXTERNALLY RESTICTED RESERVES FOR THE YEAR ENDED DECEMBER 31, 2023 Balance, beginning of year Transfer from operations Transfer to operations Balance, end of year Backus Heritage Village $ 73,834 $ 3,706 $ -$ 77,540 Leighton & Betty Brown Scholarship 123,186 6,238 2,000 127,424 Backus Woods 4,872,500 --4,872,500 Disposition of Lands Reserve 910,040 --910,040 $ 5,979,560 $ 9,944 $2,000 $ 5,987,504 LONG POINT REGION CONSERVATION AUTHORITY Page 21 SCHEDULE 5 –SCHEDULE OF SEGMENTED REPORTING FOR THE YEAR ENDED DECEMBER 31, 2023 2023 Schedule of Segmented Reporting Corporate services Planning and watershed services Forestry services Backus Heritage Conservation parks Maintenance operations services 2023 Total Revenue: Levies $856,977 $613,521 - $150,426 -$628,586 $2,249,510 Grants -35,229 ----35,229 Fees 372,551 532,681 -213,802 2,044,566 359,381 3,522,981 Forestry --499,788 ---499,788 Donations ------- Gain on disposal of tangible capital assets 11,271 -----11,271 Total revenue 1,240,799 1,181,431 499,788 364,228 2,044,566 987,967 6,318,779 Expenditures: Compensation 737,030 641,233 290,410 209,018 844,012 370,595 3,092,298 Administration 196,626 12,735 791 19,561 208,553 174,843 613,109 Professional/ contracted services 216,712 300,607 55,934 12,023 125,702 15,208 726,186 Materials and Supplies 15,943 80,313 65,378 15,222 94,371 32,274 303,501 Amortization 10,317 47,800 -50,803 104,605 69,194 282,719 Repairs and _maintenance 128,463 9,864 -10,511 32,292 42,305 223,435 Motor pool ----773 73,835 74,608 Total expenditures 1,305,091 1,092,552 412,513 317,138 1,410,308 778,254 5,315,856 Surplus ($64,292) $88,879 $87,275 $47,090 $634,258 $209,713 $1,002,923 LONG POINT REGION CONSERVATION AUTHORITY Page 22 SCHEDULE 5 –SCHEDULE OF SEGMENTED REPORTING (continued) FOR THE YEAR ENDED DECEMBER 31, 2023 2022 Schedule of Segmented Reporting Corporate services Planning and watershed services Forestry services Backus Heritage Conservation parks Maintenance operations services 2022 Total Revenue: Levies $622,056 $493,252 - $94,968 -$895,683 $2,105,959 Grants -35,229 ----35,229 Fees 203,719 596,905 -210,656 1,924,723 199,238 3,135,241 Forestry --512,506 ---512,506 Donations ------- Gain on disposal of tangible capital assets 13,339 -----13,339 Total revenue 839,114 1,125,386 512,506 305,624 1,924,723 1,094,921 5,802,274 Expenditures: Compensation 739,626 587,021 238,824 121,167 720,230 315,955 2,722,823 Administration 102,781 9,187 745 20,657 205,311 127,468 466,149 Professional/ contracted services 205,438 56,713 75,223 4,555 150,690 47,865 540,484 Materials and Supplies 21,695 69,113 94,150 3,877 102,117 28,648 319,600 Amortization 9,364 39,030 -39,902 78,930 82,966 250,192 Repairs and _maintenance 120,228 9,392 -2,601 47,981 35,633 215,835 Motor pool ----1,282 84,778 86,060 Total expenditures 1,199,132 770,456 408,942 192,759 1,306,541 723,313 4,601,143 Surplus ($360,018) $354,930 $103,564 $112,865 $618,182 $371,608 $1,201,131 LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Meeting Minutes of February 7, 2024 Approved March 1, 2024 FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 1 - Members in attendance: Robert Chambers, Chair County of Brant Dave Beres, Vice-Chair Town of Tillsonburg Shelley Ann Bentley Haldimand County Doug Brunton Norfolk County Michael Columbus Norfolk County Tom Masschaele Norfolk County Jim Palmer Township of Norwich Stewart Patterson Haldimand County Chris Van Paassen Norfolk County Rainey Weisler Municipality of Bayham/Township of Malahide Regrets: Peter Ypma Township of South-West Oxford Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Leigh-Anne Mauthe, Interim Manager of Watershed Services Saifur Rahman, Manager of Engineering and Infrastructure Jessica King, Social Media and Marketing Associate Dana McLachlan, Executive Assistant 1. Welcome and Call to Order The meeting was called to order at 6:30 p.m., Wednesday, February 7, 2024. The Chair welcomed the newest member, Jim Palmer, Norwich Township. 2. Additional Agenda Items There were no additional agenda items. 3. Declaration of Conflicts of Interest None were declared. 4. Delegations a) Long Point Littoral Cell Working Group (Sarah Emons and Peter Zuzek) Judy Maxwell introduced Ms. Emons, Long Point Biosphere Region (LPBR). P. Zuzek was unavailable to attend the meeting. The LPBR is the lead agency in a collaborative effort to restore and protect coastal areas in the Long Point littoral cell. Ms. Emons provided an overview of the Long Point Littoral Cell Working Group. The group requested support for a funding FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 2 - proposal to Environment and Climate Change Canada in the hopes of securing funding to develop a Resilience Action Plan. The request included a letter of support to submit with the funding application and in-kind staff support. The funding application deadline is February 15, 2024. A-17/24 Moved by T. Masschaele Seconded by R. Weisler THAT the LPRCA Board of Directors receives the Long Point Littoral Cell Working Group presentation as information, And, THAT the Long Point Region Conservation Authority hereby supports the Long Point Littoral Cell Working Group, And, THAT staff be directed to provide a letter of support for the funding application to Environment and Climate Change signed by the Chair of the Board. Carried 5. Minutes of the Previous Meeting a) Board of Directors Meeting Minutes of January 3, 2024 A-18/24 Moved by R. Weisler Seconded by M. Columbus THAT the minutes of the LPRCA Board of Directors Meeting held January 3, 2024 be approved as circulated. Carried 6. Business Arising No business arising from the previous minutes. 7. Review of Committee Minutes No committee minutes presented. 8. Correspondence a) Oxford County Appointment to LPRCA, Norwich Twp. FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 3 - A-19/24 Moved by S. Patterson Seconded by T. Masschaele THAT the correspondence outlined in the Board of Directors agenda of February 7, 2024 be received as information. Carried 9. Development Applications a) Section 28 Regulations Approved Permits (L. Mauthe) Through the General Manager’s delegating authority, 11 applications were approved in the past month. LPRCA-103/23, LPRCA-225/23, LPRCA-2/24, LPRCA-3/24, LPRCA-6/24, LPRCA-8/24, LPRCA-10/24, LPRCA- 15/24, LPRCA-16/24, LPRCA-17/24 (with conditions), and LPRCA- 18/24. A summary of the applications was provided in the report. A-20/24 Moved by C. Van Paassen Seconded by M. Columbus THAT the LPRCA Board of Directors receives the Section 28 Regulations Approved Permits report dated February 7, 2024 as information. Carried b) 2023 Permit Application Turnaround Times (L. Mauthe) The Interim Manager of Watershed Services reviewed the Planning Department’s statistics for permit turnaround times from the past year. This is the third year the report has been presented. In 2023, LPRCA issued 245 permits with an average turnaround time of 3.0 days for minor applications and 3.7 for major applications. An improvement over 2022 where the average turnaround time was 4.2 days for minor applications and 4.9 days for major applications. Staff will continue to look for efficiencies and evaluate all proposed Bills and regulation updates with respect to the updated Conservation Authorities Act and assess the impact to LPRCA. The report noted the turnaround times were based on the time between an application is deemed complete to the time staff issue the permit. Member Van Paassen asked how long it takes to receive a complete application. L. Mauthe responded that it is variable depending on the scope of the project, if there is a pre-consultation, and the response time by the applicant/agent/contractors to staff requests. A-21/24 Moved by R. Weisler Seconded by D. Brunton FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 4 - THAT the LPRCA Board receives the 2023 Permit Application Turnaround Times Report as information. Carried 10. New Business a) 2024 LPRCA Budget and Levy Apportionment Vote (A. LeDuc) At the January meeting, there were no comments received from the municipal partners regarding the 2024 budget. As directed, a 30-day notice of tonight’s budget vote was sent to member municipalities following the January meeting. A-22/24 Moved by D. Beres Seconded by M. Columbus That the LPRCA Board of Directors approves the following recommendations regarding LPRCA’s 2024 Operating and Capital budgets; 1. That the 2023 approved Ontario Regulation 178/06 Permit Fees and Planning Act Review Fees be approved as the 2024 Ontario Regulation 178/06 Permit Fees and Planning Act Review Fees as set out in Attachment 1; 2. That the 2024 Operating Budget in the total amount of $5,868,270 and requiring a Municipal Levy- Operating of $2,145,963 be approved as set out in Attachment 2; 3. That the 2024 Capital Budget in the total amount of $696,340 requiring a General Municipal Levy - Capital of $188,940 and a Municipal Special Levy – Capital of $60,000 for Norfolk County be approved as set out in Attachment 3; 4. That the proposed 2024 Consolidated Budget in the total amount of $6,564,610 and requiring a Municipal Levy –Consolidated of $2,394,903 be approved as set out in Attachment 3. 5. That the proposed 2024 Municipal Levy Apportionment by CVA % be approved as set out in Attachment 4. Member Municipality/Group Weight Absent Present In Favour Opposed Rainey Weisler Municipality of Bayham 5.48 5.48 Robert Chambers County of Brant 8.62 8.62 Shelley Ann Bentley Haldimand County 8.69 8.69 Stewart Patterson Haldimand County 8.69 8.69 FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 5 - Rainey Weisler Township of Malahide 0.88 0.88 Doug Brunton Norfolk County 12.5 12.5 Michael Columbus Norfolk County 12.5 12.5 Tom Masschaele Norfolk County 12.5 12.5 Chris Van Paassen Norfolk County 12.5 12.5 Jim Palmer Township of Norwich 8.82 8.82 Peter Ypma Township of South-West Oxford 7.50 7.50 Dave Beres Town of Tillsonburg 8.82 8.82 Weighted Vote Result 100% 100% Carried b) 2024 Mileage and Per Diem Report (A. LeDuc) The 2024 budget included a 5% increase to director’s fees based on CPI. A-23/24 Moved by M. Columbus Seconded by J. Palmer THAT the LPRCA Board of Directors approves increasing the Chair’s Honorarium to $2,783, the Vice-chair’s Honorarium to $1,113, the Member’s meeting per diems to $111, and the mileage rate to $0.62 per kilometre effective January 1, 2024. Carried c) Vittoria Dam EA Presentation by Matrix Solutions Inc. (Scott Robertson) Saifur Rahman introduced Scott Robertson, project leader from Matrix Solutions Inc. Mr. Robertson reviewed the Vittoria Dam Class Environmental Assessment process, findings and alternative solutions. Engagement from the community and stakeholders was completed through two community liaison committee meetings, and a Public Information Centre was held on December 20, 2023. Based on the findings, solution alternatives were finalized and scored. Alternative #5 – Lower outlet/reservoir operating level and naturalize new pond perimeter, scored the highest and is identified as the preferred solution option. Next steps include a presentation to Norfolk County Council, a complete study analysis, and the completion of a final report. FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 6 - A-24/24 Moved by D. Brunton Seconded by C. Van Paassen THAT the LPRCA Board receives the Vittoria Dam EA Presentation by Matrix Solutions Inc. as information. Carried d) Vittoria Dam EA Update (S. Rahman) The Manager of Engineering and Infrastructure confirmed the final project presentations: Norfolk County Council on February 13, 2024 and the LPRCA Board for endorsement on April 3, 2024. A-25/24 Moved by D. Brunton Seconded by R. Weisler THAT the LPRCA Board of Directors receives the Vittoria Environmental Assessment Update as information, AND THAT the LPRCA Board of Directors endorses Alternative #5 to be the preferred option as presented by Matrix Solutions Inc., AND THAT the LPRCA Board of Directors supports Matrix Solutions Inc. to present a deputation to Norfolk County at the Council-in-Committee meeting on February 13, 2024. Carried e) General Manager’s Report The General Manager provided a report summarizing operations this past month. The GM notified the Board that the Decoy Museum proposed by Mr. T. Davidson will not proceed due to unforeseen circumstances. A-26/24 Moved by T. Masschaele Seconded by J. Palmer That the LPRCA Board of Directors receives the General Manager’s Report for January 2024 as information. Carried FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 7 - f) Service Recognition Program Six staff members and three board members reached service milestones in 2023. They will be recognized at the Annual General Meeting on March 1, 2024. A-27/24 Moved by R. Weisler Seconded by M. Columbus That the LPRCA Board of Directors receives the Service Recognition Report as information. Carried g) 2024 Tree Order Long Point Region Conservation Authority purchases a variety of native tree and shrub species for restoration projects annually. Seedlings are purchased based on demand and the quality of stock. The tree planting program is a cost recovery program. A-28/24 Moved by S. Patterson Seconded by S. Bentley THAT the LPRCA Board of Directors approves the 2024 tree order of up to 40,000 trees at an average cost of $1.40 per tree for the 2024 spring tree planting season at a total cost of up to $56,000.00 exclusive of HST. Carried h) Timber Tender LP-355-24 Proper/Serles/Greathead Tract Tender packages were sent to various loggers, sawmill operators, and timber buyers for the Proper/Serles/Greathead property. Two bids were received and staff recommended the tender be awarded to the highest bidder. A-29/24 Moved by C. Van Paassen Seconded by J. Palmer THAT the LPRCA Board of Directors accepts the tender submitted by Townsend Lumber Inc. for marked standing timber at the Proper/Serles/Greathead Tract– LP-355-24 for a total tendered price of $191,227.00. Carried The closed session began at 8:07 p.m. FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Stewart Patterson, Rainey Weisler, Chris Van Paassen, Peter Ypma - 8 - 11. Closed Meeting A-30/24 Moved by R. Weisler Seconded by D. Brunton THAT the LPRCA Board of Directors does now enter into a closed session to discuss: Personal matters about an identifiable individual, including employees of the Authority. Carried The Board reconvened in open session at 8:13 p.m. Next meeting: LPRCA Annual General Meeting. The guest speaker is Emily DeCloet, 2009 Leighton and Betty Brown Scholarship winner. Adjournment The Chair adjourned the meeting at 8:15 p.m. _______________________________ ________________________________ Robert Chambers Judy Maxwell Chair General Manager/Secretary-Treasurer /dm 1 Elgin St. Thomas Coalition to End Poverty www.povertycoalition.ca Info@povertycoalition.ca March 8th, 2024 Sent Electronically Attention: Mayor and Members of Council for the Municipality of Bayham CAO Thomas Thayer Clerk Meagan Elliott For Information Re: Elgin St. Thomas Coalition to End Poverty – 2023 Timeline of Success The Elgin St. Thomas Coalition to End Poverty has released its 2023 Timeline of Success. Yearly, the coalition collates successes that we have seen in our communities contributing to poverty prevention and elimination. We are sharing this timeline with you today in celebration of the hard work of all members, local groups, agencies, community volunteers, and municipalities working towards ending poverty. Highlights this year include: an expansion of supportive housing, a successful ‘Community Conversations’ event, a proclamation with the City of St. Thomas for the International Day to Irradicate Poverty, and the launch of ‘A Place Called Home: A Community Plan for St. Thomas – Elgin to end Women Led Family Homelessness’, among others. Please review the attached 'Timeline of Success’ and consider sharing as appropriate with your staff and constituents. Thank you for your ongoing contributions and support of this work. Municipalities are key partners in reducing poverty and its effects within our communities. We look forward to continuing this work in our local communities and celebrating successes in years to come. At the coalition we strive to make sure we are including all areas of Elgin St. Thomas as well as local decision makers. If you are interested in joining the coalition, please contact info@povertycoalition.ca for more information. Sincerely, The Elgin St. Thomas Coalition to End Poverty Who are we? The Elgin St. Thomas Coalition to End Poverty is a dedicated group of local agencies and volunteers in Elgin and St. Thomas who are committed to ending poverty in our region. This work is largely focused around key priority areas including safe and affordable housing, adequate income and living wages, and food security. 2 3 REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: March 21, 2024 REPORT: CL-02/24 SUBJECT: MUNICIPAL ASSISTANCE AND SPECIAL EVENT REQUESTS BACKGROUND At its February 16, 2023 meeting, Council received Report CL-02/23 re 2023 Municipal Assistance. Bayham community groups annually apply to the Municipality for Municipal Assistance for their community events, requests for which are brought to Council via Report for consideration. Staff recommended streamlining this process and noted same in support of Report CL-02/23. Council passed the following motion, in part: 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; This follow-up Report is provided in Q1 2024 due to competing municipal priorities, including comprehensive website redevelopment in the latter half of 2023. DISCUSSION Staff have been researching the methods other municipalities process event and/or funding requests and have found that they usually are two (2) separate channels. Staff are recommending a similar process for Bayham as described below: Municipal Assistance A draft Policy is attached for consideration. The Municipal Assistance channel would only contain requests for funds and relief from facility rental fees (i.e. in-kind requests) for the noted community event or program. These requests would go through Council for approval and is tied to what is budgeted in that given year. Applications would only be accepted within a certain timeframe for Council to consider all requests at one (1) time per year. Special Event Requests A draft Policy is attached for consideration. Event requests for use of municipal property, materials, and/or road closures could flow through staff for approval should Council wish to delegate authority to the Manager of Public Works. Requests would be able to be received/approved at different times of the year without having to work within the Council Meeting schedule to obtain approvals. The applications would flow through the Clerk to coordinate with different staff/departments for any comments or concerns, and the Manager of Public Works would be the approval authority. Requirements from the community groups such as proof of insurance and deposits for use of materials would be in place as outlined in the policy. Staff recommend increasing the proof of insurance to $5 million compared to previous years of $2 million as is now the County standard. This recommendation is included because oftentimes Special Event Requests include road closures on County Roads. Should Council be agreeable to these proposed channels, the draft policies and a delegation of authority by-law would be brought to the April 4, 2024 meeting for adoption, and the new application forms will be developed and circulated to the community groups. STRATEGIC PLAN 2.1: Quality of Life > To work collaboratively with community organizations and others in ensuring the availability of diverse range of passive recreational, heritage, cultural and other community services that contribute to enriching Bayham’s valued quality of life. Initiative(s): Not applicable ATTACHMENTS 1. Draft Municipal Assistance Policy 2. Draft Special Event Request Policy RECOMMENDATION THAT Report CL-02/24 re Municipal Assistance and Special Event Requests be received for information; AND THAT the Municipal Assistance Policy and Special Event Request Policy be approved as presented; AND THAT the appropriate adoption and delegation of authority by-laws be brought forward for Council’s consideration. Respectfully Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer Municipal Assistance Policy Section 1 – Purpose The Municipal Assistance Policy provides the framework for a program that provides financial assistance to local non-profit organizations which will have a positive impact on the quality of life in the community through the provision of beneficial programs and services to residents. The funds shall be distributed in an open, fair, and accountable process that is in the best benefit of the community. Section 2 – Scope This Policy applies to all organizations applying for Municipal Assistance, and further applies to municipal staff and Members of Council. Section 3 – Procedure Council may allocate funds to Municipal Assistance annually through the operating budget process. As the annual budget process, timelines may vary from year-to-year, the application deadlines for this program will be set after budget approval and advertised through the Municipal website. Community groups wishing to request funding for their upcoming events and/or relief from facility rental fees (i.e. in-kind service) are to submit an application for Council consideration through the prescribed form. Applications received within the designated timeline will be presented to Council for consideration. Section 4 – General Provisions a) Applications shall only be submitted once annually during the prescribed timelines that are set after budget approval. Late applications will not be considered. b) No delegations to Council will be permitted regarding Municipal Assistance applications. c) Applicants are eligible to apply for up to $2,000. d) Municipal Assistance funds are to be used within the year they are issued. e) Approval of funding in one year does not guarantee funding in the next. Section 5 – Administration This Policy shall be administered by the Clerk or designate. Special Event Request Policy Section 1 – Purpose This Policy provides the framework for Special Event Request approvals. Section 2 – Scope This Policy applies to community groups or individuals wishing to host a Special Event that is open to the public with the use of municipal property, roads, and/or materials. This Policy does not apply to general facility bookings that are managed by the Straffordville Hall Foundation. Section 3 – Procedure Special Event Request applications are to be submitted on the prescribed form. The Clerk, or designate, will receive the application and circulate to the applicable departments for review. Organizers will be notified if additional information is required, or if approval in-principle is obtained. Upon approval in-principle, organizers will receive a written notice of Preliminary Approval and a Special Event Checklist that highlights the necessary requirements for organizers to receive Final Approval. Organizers will receive a written notice of Final Approval upon delivery of all required documentation and deposits. Section 4 – General Provisions a) Applications are to be submitted on the prescribed form through the Municipal website. Incomplete applications will be directed back to the Organizer. b) Complete applications are to be submitted at least ninety (90) days in advance. Late applications may not be considered. c) Specified timelines will be outlined to the Organizers through the Special Event Checklist for additional documentation, insurance, and deposits. Failing to meet the noted timelines may result in the event not being approved. d) Organizers must maintain the required commercial general liability insurance in the amount of $5 million, and name the Municipality of Bayham as an additional insured on the policy. Proof of insurance must be provided. a. If the requested road closures are on a County Road, the County of Elgin must also be named as an additional insurer on the policy. e) Deposits shall be required for the use of materials. The amount required will be outlined in the Special Event Checklist. f) Organizers must adhere to additional policies such as the Municipal Alcohol Policy and the Refreshment Vehicle By-law, where applicable. g) Organizers may apply for Municipal Assistance funding or facility rental relief for their event through the Municipal Assistance application process. h) Approvals may be revoked at any time for any reason as deemed necessary by the Manager of Public Works or designate. Section 5 – Administration Authority to administer this Policy is delegated to the Manager of Public works to approve use of roads and materials. The Clerk or designate shall administer the application process and this Policy in conjunction with the Manager of Public Works or designate. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: March 21, 2024 REPORT: CAO-08/24 SUBJECT: TRANSITION TO OPP DETACHMENT BOARD – COMMUNITY SAFETY AND POLICING ACT, 2019 BACKGROUND On April 1, 2024, the new Community Safety and Policing Act, 2019, (CSPA), comes into force and effect along with its regulations. In January 2024, affected communities were notified that the Ministry of the Solicitor General released the description of the regulation that will set out Ontario Provincial Police (OPP) Detachment Board compositions and other related matters. Under Section 67(1), the CSPA requires the creation of one or more than one O.P.P. detachment board for an O.P.P. detachment, in accordance with regulations. In Spring 2021, the Ministry asked all OPP-policed municipalities to work together to submit a proposal indicating the composition of a board that meets the needs of the communities being served by the OPP. Locally-identified detachment leads played a key role in actively engaging with municipalities and First Nations to develop and submit the detachment board proposals, including allocation of seats and overall composition, which were then received and reviewed by the Ministry of the Solicitor General. DISCUSSION The proposed composition of the Elgin OPP Detachment is attached hereto, and is an excerpt of the thirty-page appendix posted by the Ministry, identifying the proposed composition for all OPP Detachment Boards in Ontario. The proposed Elgin OPP Detachment Board is as follows: 5 Board member seats, including: o 2 Provincial appointees o 2 Council appointees 1 from Bayham/Malahide 1 from Central Elgin o 1 Community appointee from Southwold/Dutton-Dunwich/West Elgin Council’s role in this matter is two-fold: 1) to appoint a member from Bayham and Malahide, combined, to the new OPP Detachment Board under the CSPA and to establish a term for the appointment; and, 2) to approve the remuneration for Board members. Currently, Mayor Dominique Giguere (Malahide) is appointed to the Elgin Area Police Services Board. She is the Bayham/Malahide representative until the end of the electoral term, or until the new CSPA comes into force and effect. In addition, remuneration for Board members is $1,500/year, with the Chair receiving $2,000/year. In both instances and for consistency over the balance of the 2022-2026 Council term, staff recommend the appointment and remuneration remain consistent with the soon-to-be-defunct Elgin Area Police Services Board. This approach has been discussed with other participating CAOs, in particular, Malahide’s CAO. Staff and Malahide are in agreement regarding the recommendations being brought forward. The recommendation below outlines the direction required to be provided before the end of March 2024 as the new Board structure comes into force and effect on April 1, 2024. STRATEGIC PLAN 3.3: Quality of Governance > To strategically engage in partnerships, joint ventures and other collaborative activities that leverage the Municipality’s resources and capabilities in order to achieve enhanced efficiencies and benefits for the community and its residents. Initiative(s): Encourage ongoing networking with provincial and federal partners and other industry representatives ATTACHMENTS 1. Excerpt from Regulations under the Community Safety and Policing Act, 2019 – Proposed OPP Detachment Board composition for Elgin. RECOMMENDATION 1. THAT Report CAO-08/24 re Transition to OPP Detachment Board – Community Safety and Policing Act, 2019 be received for information; 2. AND THAT the Council of The Corporation of the Municipality of Bayham supports the appointment of Dominique Giguere as Bayham/Malahide appointee to the Elgin OPP Detachment Board until the end of the current term of Council, being November 14, 2026; 3. AND THAT the Council of The Corporation of the Municipality of Bayham supports remuneration for OPP Detachment Board members at $1,500 per year for members, and $2,000 per year for the Chair; 4. AND THAT correspondence on this matter be provided to the OPP Detachment Board Lead under the CAO’s signature. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer Ontario’s Regulatory Registry (ORR): Regulations under the Community Safety and Policing Act, 2019 January 2024 Posting Ministry of the Solicitor General | Strategic Policy Division Page 3 of 30 Central Hastings Catchment area includes the following but may not be limited to: Municipality of Centre Hastings, Madoc Township, Municipality of Marmora and Lake, Stirling-Rawdon Township, Municipality of Tweed, Tudor and Cashel Township Council Member Seats: 5 • The following communities in the detachment are responsible for the appointment of 1 council member each: Municipality of Centre Hastings, Madoc Township, Municipality of Marmora and Lake, Stirling-Rawdon Township, Municipality of Tweed. Community Representative Seats: 1 • The following communities in the detachment are jointly responsible for the appointment of the 1 community representative: Municipality of Centre Hastings, Madoc Township, Municipality of Marmora and Lake, Stirling-Rawdon Township, Municipality of Tweed. Provincial Appointees: 1 Total Board Member Seats: 7 City of Kawartha Lakes Catchment area includes the following but may not be limited to: City of Kawartha Lakes Council Member Seats: 3 • The City of Kawartha Lakes is responsible for the appointment of the 3 council members. Community Representative Seats: 1 • The City of Kawartha Lakes is responsible for the appointment of the 1 community representative. Provincial Appointees: 1 Total Board Member Seats: 5 Elgin Catchment area includes the following but may not be limited to: Municipality of Bayham, Municipality of Central Elgin, Municipality of Dutton Dunwich, Malahide Township, Southwold Township, Municipality of West Elgin, Delaware Nation Council Member Seats: 2 • The Municipality of Bayham and the Malahide Township are jointly responsible for the appointment of 1 council member. • The Municipality of Central Elgin is responsible for the appointment of 1 council member. Community Representative Seats: 1 • The Municipality of Dutton Dunwich, Southwold Township and the Municipality of West Elgin are jointly responsible for the appointment of the 1 community representative. Provincial Appointees: 2 Total Board Member Seats: 5 REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: March 21, 2024 REPORT: CAO-09/24 SUBJECT: BAYHAM COMMUNITY STRATEGIC PLAN PROGRESS – 2023 BACKGROUND At its July 6, 2023 Special meeting, Council received Report CAO-38/23 re 2023-2026 Bayham Community Strategic Plan Adoption. The Strategic Plan was presented to Council in draft format, and included previously-adopted proposed initiatives to be included in the Community Strategic Plan. Key Initiatives included: Improving communication Encouraging strategic development Encouraging a mix of housing types Enhancing the Port Burwell East Beach Rehabilitating the Port Burwell Lighthouse Focusing investment on core infrastructure Retiring the debt associated with the HMCS Ojibwa Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-38/23 re 2023-2026 Bayham Community Strategic Plan Adoption received for information; AND THAT Council adopt the 2023-2026 Bayham Community Strategic Plan. The intent of Initiatives is that staff will be able to specifically identify in a Report to which Initiative(s) an item applies, which will give Council and residents more information regarding how the Municipality is adhering to and implementing its Strategic Plan during the current Council term. Since adoption, the Strategic Plan has been available on the Municipal website, and has been integrated into Reports to Council via a new section that identifies the specific Goal(s), Objective(s), and Initiative(s) to which the Report applies. DISCUSSION The goal of this Report is to provide a summary to Council of progress made in the back half of 2023 on some key Initiatives identified in the 2023-2026 Community Strategic Plan. This is intended to demonstrate staff’s alignment with Council’s priorities and execution of same as we enter the second year of the four-year Plan. Quality of Place Quality of Place Initiatives focus on key areas such as core infrastructure investment, an improved tourism experience, and strategies to attract and retain businesses to reinforce Bayham’s economy. Bayham focuses heavily on core infrastructure renewal in accordance with the Municipality’s Asset Management Plan. In 2023, the Municipality completed road construction projects on Bayham Drive, Tollgate Road, Chapel Street, James Line, and Pressey Line. The Sidewalk program replaced approximately 400 metres of sidewalk in Port Burwell on Victoria Street. The Municipality was also able to complete an ambitious project through the Investing in Community Infrastructure Program (ICIP) Green Stream to replace over 240 water service lines in Vienna, which will have positive impacts to the Bayham water system and water loss figures1. Much of these works were funded through the OCIF and Gas Tax programs to limit levy impacts for capital works. Council was made aware in 2022 that the Municipality was unsuccessful with its 2021 application to the Disaster Mitigation and Adaptation Fund (DMAF). A second intake was opened in Q1 2023, and Council was supportive of an application to this intake round for four (4) phases of the Port Burwell Master Drainage Plan2. As of March 2024, this application was still Under Evaluation by Infrastructure Canada. Council has also received correspondence from CJDL in regards to capacity on the sanitary system, and was supportive of proceeding with design and other background works associated with the Eden Pumping Station expansion3 to provide for an approximate increase in Eden sanitary capacity of 100 dwelling units. In regards to the non-core portfolio, a new Committee Policy and Procedural By-law were adopted by Council, which permitted the appointment of the Waterfront Advisory Committee. Four meetings have been held to-date, with the Committee receiving information from staff and Council, and providing recommendations to Council on capital and operations matters, including continued support for the Blue Flag program. The Lighthouse has also been included in the Capital Budget as a 2025 Capital Item, which sets the beginnings of a plan to rehabilitate the historic structure in light of structural issues identified in 2023. To begin funding for this ~$1.5m project4, Council has repurposed the Dredging Reserve as the Lighthouse Reserve, which has a current balance of $54,424.5 1 73.33 percent funded through ICIP – balance through Water Reserve Fund. 2 Report CAO-10/23. 3 Motion out of the June 15, 2023 Council meeting. 4 Class D estimate as of August 2023. 5 2023 un-audited. As a partnership with Elgin County, Elgincentives continued in 2023 as a Community Improvement Program to provide opportunities for local businesses to seek out external funding for capital upgrades in support of their operations. One Bayham business received Elgincentives funding in 2023. In addition to this program, the County commenced a Business Retention and Expansion (BR+E) program in the back half of the year. The Mayor6 and CAO are active on the Leadership Team for the BR+E program, which has been active in Bayham, interviewing established businesses to gain an understanding of a variety of metrics to better help guide County-wide economic development programming. Quality of Life Quality of Life Initiatives focus on key areas such as a diversity of passive and active services to the community, strategic growth in accordance with resident needs, and being environmentally-conscious. Bayham provided direction to expand the non-core portfolio in 2023. Two improvements were made to the Vienna Community Park – a new pavilion and a new, two-court, multi-use court for basketball and pickleball. Services for these projects were acquired in accordance with the Municipality’s Procurement Policy, and were funded primarily through the Vienna Community Improvement Reserve Fund (VCIRF) in the latter half of the year. Repairs were also completed to the Port Burwell Gazebo, adjacent to the Fred Bodsworth Library. The gazebo’s structure was enhanced and the building was lowered from a raised wooden deck to a concrete slab to improve the accessibility of the gazebo. A sidewalk was also installed to connect the gazebo to the Port Burwell sidewalk network. The Municipality was successful in its 2023 Blue Flag application to Blue Flag International for status at the Port Burwell East Beach. Aligning with the Blue Flag mandate and desires of Council, Municipal staff were successful in enhancing the programming available at the East Beach, including attendance by Ecodemy Education and the East Elgin Secondary School Environmental Leadership Program (ELP) to assist in environmental stewardship measures as they apply to beach clean-ups and end-of-season bioswale maintenance. In Q4 2023, Council was desirous of a 2024 Blue Flag application7, which has since been submitted through Swim, Drink, Fish and is pending review. The Municipality’s new partnership with the ELP has also been nominated for an award through Blue Flag International on the themes of “Biodiversity, Pollution Control, and Climate Change”8. Quality of Governance Quality of Governance Initiatives focus on key areas such developing and retaining knowledge within the Municipality to improve services, demonstrating financial responsibility, and taking advantage of partnership and joint ventures to the betterment of the community. The Municipality greatly improved its communications and technology platforms in 2023. A new website through GHD Digital was developed and launched in Q4 2023 to ensure increased service and greater compliance with the Accessibility to Ontarians with Disabilities Act (AODA), specifically with respect to web accessibility. This capital project came in under budget. Staff also completed in Q1/2 2023 construction in the Council Chambers to provide for hybrid Council 6 Appointed by Bayham Council to the Leadership Team at the October 5, 2023 meeting (Report CAO-52/23). 7 Motion out of Report CAO-55/23 (October 19, 2023). 8 Information received by the Waterfront Advisory Committee through Memo WAC-02/24 (January 15, 2024). meetings. This involved the install of cameras, televisions, and associated trenching and wiring. Bayham has now been providing hybrid meetings for more than 18 months with videos posted on the Municipality’s Youtube channel for reference. The uptake of Bayham’s Voyent Alert! platform has continued to increase and, as of the end of 2023, was 403. Staff continue to discuss internally about the inclusion of social media as a component of Bayham’s communications. More information is expected to Council later in 2024. Internally, staff continue to cross-train and seek out ways within the existing organizational structure to provide for built-in back-ups and potential for internal succession and advancement, where possible. Staff have begun the process of conceptualizing succession plans for certain roles in light of potential retirements over the next three (3) years. In regards to grant opportunities, the Municipality was successful in obtaining an Enabling Accessibility Fund (EAF) grant for works at the Marine Museum9. Staff, as noted earlier, already completed works associated with an ICIP Green Stream grant, and have also completed the requirements of a Southwest Tourism Relief Fund (STRF) grant received in 2022 to support studies of the Lighthouse and offset levy and/or reserve impacts. Council have continued with its main priority: to eliminate the remaining principal associated with the HMCS Ojibwa. In the 2024-2033 Capital Budget as a 2024 item, Council included and approved a $1 million Guarantorship Loan Reserve Transfer to be funded by the tax levy. This will bring the total funds in this Reserve to $2.4 million (at the end of 2024), which is approximately 60 percent of the remaining $4.05 million needed as of March 202510. It is worthwhile to re-iterate that the loan principal and associated interest are being paid on something that is not a Municipal asset. This is ultimately debt capacity that needs to be available to support renewal of core and non-core infrastructure assets in accordance with the Municipality’s guiding documents and studies on same (i.e. Asset Management Plan under O. Reg 588/17, Roads Needs Study, Port Burwell Mater Drainage Plan, etc.). Operationally, Council supported updates to the Rates and Fees By-law11, which increases fees in certain functional areas to address increasing costs of service provision. Most notably, Council approved increased Building and Planning fees12, which will move these service areas closer to cost recovery and reduce levy impacts, particularly with Planning services. Staff commenced further works at Council direction with Watson & Associates to conceptualize a homogenous development charge for Bayham, including such functions as roads, parks and recreation, and fire services, which service the entirety of Bayham. Further information on this process is forthcoming in 2024. Staff have also discussed the possibility for two other cost recovery mechanisms in 2024 or 2025 – the cessation of the garbage bag tag program, and the potential for paid parking at the East Beach. The Municipality, with support of Council, has also seen a successful year for partnerships with other municipalities. Bayham established a shared building and by-law service with the Township of Malahide13. This arrangement formally began on July 1, 2024 with the transition of building services, and was followed on July 10, 2023 with the onboard of a full-time By-law Enforcement Officer. Since this time, both municipalities have seen a 100-percent-plus increase 9 Report CAO-62/23 (December 7, 2023). 10 Both figures are estimates. 11 By-law No. 2023-095 12 Approved out of Report CAO-44/23 (August 17, 2023), and formally included in By-law No. 2023-095. 13 By-law No. 2023-003 in by-law enforcement service hours, and Bayham is saving at least 43 percent per hour for Building services. Feedback from Malahide with respect to by-law enforcement services has been exemplary to-date14. Bayham also continues to receive active Legal, Information Technology, and Human Resources support, where needed, from Elgin County, and will continue to discuss the possibility of a centralized planning service into 2024, once a Director is onboarded to determine level of service for such a County-wide function. Staff will continue to provide updates to Council on a regular basis regarding Strategic Plan matters, both through individual Reports and planned updates to Council on progress on key projects and Initiatives to ensure accountability to both Council and the public regarding Council’s strategic goals. STRATEGIC PLAN As this Report is a summary of Strategic Plan Initiatives and progress over 2023, the Strategic Plan is deemed to apply in general to this Report and further applies to Quality of Governance through clear communication of how Council and staff work together to execute Council’s priorities. RECOMMENDATION 1. THAT Report CAO-09/24 re Bayham Community Strategic Plan Progress – 2023 be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer 14 Report CAO-02/24. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: March 21, 2024 REPORT: CAO-10/24 SUBJECT: LICENSE AGREEMENT – RON AND BONNIE BRADFIELD – 21 ROBINSON STREET, PORT BURWELL BACKGROUND In Q1 2023, Council received a number of Reports on the Port Burwell Lighthouse including structural integrity matters and award of stabilization works. Council also received Report CAO- 19/23 re License Agreement – Bradcranex Inc. – 21 Robinson Street, Port Burwell at a Special Meeting held on March 23, 2023. Report CAO-19/23 presented to Council an Agreement with the landowner abutting the Lighthouse. The Agreement permitted access over and use of the lands known as 21 Robinson Street to ensure that stabilization works, and any future rehabilitation works could proceed. Council passed the following motion: Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report CAO-19/23 re License Agreement – Bradcranex Inc. – 21 Robinson Street, Port Burwell be received for information; AND THAT Council authorize the execution of a License Agreement between the Municipality and Bradcranex Inc. to permit access and use of 21 Robinson Street, Port Burwell, in support of stabilization and restoration efforts regarding the Port Burwell Lighthouse; AND THAT the appropriate by-law be brought forward for Council’s consideration. At its February 1, 2023 meeting, Council received Report CAO-03/24 re Port Burwell Lighthouse Status and Costing Update. The Report advised that the two-year Agreement, as authorized by By-law No. 2023-023, lapses on April 15, 2025. Council has identified the Lighthouse as a 2025 Capital Item (Item FA-08), which means there is a chance that the works are not complete by the expiry date. Staff advised that the landowner may be amenable to an extension to the end of the 2025 calendar year. Council passed the following motion: Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Report CAO-03/24 re Port Burwell Lighthouse Status and Costing Update be received for information; AND THAT Council direct continued discussion with the abutting landowner to extend the existing License Agreement in support of the continued stabilization and rehabilitation of the Lighthouse. Since adoption of the previous Agreement, the Municipality has been advised of an ownership change in the lands. Staff, in accordance, are presenting a new Agreement for consideration. DISCUSSION Establishing and maintaining access over the lands adjacent to the Lighthouse, known municipally as 21 Robinson Street, Port Burwell, is important for the temporary stabilization apparatus to persist, and to permit future rehabilitation works requiring access over same. The new License Agreement, drafted by Municipal Solicitor and reviewed by the new signatories (Ron and Bonnie Bradfield), is attached for Council’s consideration. The Agreement itself is for a period ending December 31, 2025, and is termed in a manner that will hopefully allow it to cover any future restoration works stemming from this project. If authorized by Council, signatures will be sought by the landowners and a hard copy of the Agreement will be kept on file with the Municipality. Staff recommend approval and authorization of the Agreement via an appropriate by-law. The by-law would also repeal By-law No. 2023-023. STRATEGIC PLAN 1.2: Quality of Place > To develop policies, plans and strategies that continually enhance the visitor experience to Bayham, and increase the economic benefit of tourism to the community. Initiative(s): Rehabilitate the Port Burwell Lighthouse ATTACHMENTS 1. License Agreement – Bayham / Bradfield RECOMMENDATION 1. THAT Report CAO-10/24 re License Agreement – Ron and Bonnie Bradfield – 21 Robinson Street, Port Burwell be received for information; 2. AND THAT Council authorize the execution of a License Agreement between the Municipality and Ron and Bonnie Bradfield to permit access and use of 21 Robinson Street, Port Burwell, in support of stabilization and restoration efforts regarding the Port Burwell Lighthouse; 3. AND THAT By-law No. 2023-023 be repealed in its entirety; 4. AND THAT the appropriate by-law be brought forward for Council’s consideration. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer LICENCE AGREEMENT BETWEEN: Ron & Bonnie Bradfield Hereinafter called the “Licensor” of the FIRST PART; - and - The Corporation of the Municipality of Bayham Hereinafter called the “Licensee” of the SECOND PART; WHEREAS: 1. The Licensee is a municipal corporation incorporated pursuant to the Municipal Act, 2001 S.O. 2001 c. 25; 2. The Licensor is the registered owner of lands in the Municipality of Bayham, known municipally as 21 Robinson Street, Port Burwell (the "Lands") and for the purposes of permitting the Licensee to use the Lands for the purposes of performing construction works related to refurbishment of the Lighthouse as more particularly described in this Agreement, the Licensor has agreed to grant this licence; In consideration of the exchange of TWO DOLLARS $2.00 from each party to the other, and other good and valuable consideration, including the improvement and beautification of the area and the improved safety of the lighthouse by its temporary stabilization on the property abutting the Lands, the sufficienciy of which is hereby acknowledged by the parties, the parties agree as follows: 1. The Licensor grants to the Licensee the non-exclusive use of the Lands for the purposes hereinafter set forth and more specifically described in section 2(1) of this agreement, for the period commencing on March 1, 2024, and expiring December 31, 2025. Such licence shall extend to the servants, agents, contractors and workers of and other persons duly authorized by the Licensee, at all times and from time to time deemed necessary by the Licensee. 2. The Licensee covenants with the Licensor: (1) To use the Lands only for the purposes of performing construction works related to refurbishment of the Lighthouse. To this end, the Licensor hereby grants licence to the Licencee, and the Licensee convenants: a. To access the Lands, enter and lay down materials, erect, install, construct, maintain, open, inspect, add to, alter, repair and keep in good condition, remove, replace, relocate, reconstruct and supplement structures, equipment, wires, cables and any other thing necessary to support the Lighthouse located on municipal lands at 17 Robinson Street, Port Burwell; b. Without limiting the generality of section 2(1)a, to install, including burying into the ground, certain equipment including helical piles and affixing guy wires for the purpose of supporting the Lighthouse; and, c. To pass and repass with all plant machinery, material, vehicles, and equipment, including heavy machinery, as may be necessary, along, on, in, across, under, over and through the Lands for all purposes necessary or incidental to the exercise and for the enjoyment of the rights and licence herein granted; (2) To accept the Lands in the condition existing as of the date of this agreement and will not call upon the Licensor to do or pay for any work or supply any equipment to make the Lands more suitable for the proposed use by the Licensee hereunder. (3) Not to erect any buildings or structures, other than temporary construction structures as may be required (e.g. scaffolding) on the Lands without written permission from the Licensor, or his or her designate; (4) To maintain the appearance of the Lands and the equipment thereon in a neat, clean and well-kept manner appropriate to the condition of land in the area and the works being performed; (5) To maintain all equipment in repair at its own expense, and to repair on written notice from the Licensor; (6) To ensure that no refuse, litter, garbage or loose or objectionable material accumulates in or about the Lands; (7) To ensure that no trees are removed and no grade changes are carried out; (8) To provide and maintain comprehensive general liability insurance in the minimum amount of TWO MILLION DOLLARS ($2,000,000.00) with respect to its use of the Lands during the full term of this agreement and any extension thereof, naming the Licensor as an additional insured, and to provide a certificate evidencing same, prior to execution of this agreement and as required by the Licensor. Without limiting the generality of the foregoing, such public liability insurance shall contain provisions for cross-liability, severability of interests, and no cancellation or alterations without the consent of the Licensor; (9) To ensure that any contractors acting on behalf of the Licensee on the lands carry insurance that meets the standard set out in section 2(8); (10) Not to assign this agreement without the prior written consent of the Licensor, which consent may be unreasonably withheld; (11) To restore and leave the Lands in substantially the same condition at the expiry of this agreement as they were at the commencement of this agreement; (12) To comply with all federal, provincial and municipal laws, rules, regulations and by-laws and to hold the Licensor harmless from the consequences of its failure to do so; 3. The Licensor acknowledges and agrees that it has had the opportunity to review and make inquiries as to the nature and extent of the activities, installations and equipment authorized by this licence and that following its execution shall not allege or construe that any construction works, installations or equipment authorized herein was not contemplated at the time of the grant of licence. 4. The Licensee may remove its equipment from the Lands, provided all damage thereby occasioned shall forthwith be repaired by the Licensee at its own expense. 5. The Licensee shall at all times indemnify and save harmless the Licensor from and against any and all claims, demands, losses, costs, charges, expenses, actions and other proceedings (including those in connection with workers' compensation or any similar or successor arrangement) made, brought against, suffered by or imposed on the Licensor or its property in respect of any failure by the Licensee to fulfill any of its obligations under this agreement. 6. The Licensee shall at all times indemnify and save harmless the Licensor in respect of any loss, damage or injury (including injury resulting in death) to any person or property (including, without restricting the generality of the foregoing, employees, contractors, agents and property of the Licensor, directly or indirectly arising out of, resulting from or sustained by reason of the occupation or use of the Lands, or any operation in connection therewith or any fixtures or chattels thereon. 7. The Licensor shall not be liable, directly or indirectly, for any personal injuries that may be suffered or sustained by any person who may be on the Lands or for any loss of or damage or injury to property belonging to the Licensee or any other person unless such injury, loss or damage is due to the Licensor's negligence or default or the negligence or default of those for whom the Licensor is in law responsible. 8. The Licensee shall fully indemnify and save harmless the Licensor from and against all construction liens and related costs and other claims in connection with all work performed by or for the Licensee on the Lands, and shall promptly remove all claims registered in connection with the work performed by or for the Licensee on the Lands from title as soon as practicable. 9. If the Licensee defaults in performing any of its obligations under this agreement, the Licensor shall give written notice to the Licensee of such default, thereby giving the Licensee fifteen (15) business days to remedy such default, failing which the Licensor may terminate this Licence and the Licensee shall then forthwith remove its chattels and fixtures, if any, from the Lands and shall restore the Lands to the condition in which they were at the commencement of this agreement. For greater certainty, provided that the Licensee commences reasonable steps within fifteen (15) days to cure the default, it shall be deemed to be remedied, provided that the Licensee continues to take steps toward completing the remedy in a timely manner. 10. Any notice required to be given to the Licensor under the terms of this agreement shall be sufficiently given if delivered to the Licensor or mailed by prepaid registered mail addressed to Ron Bradfield at PO Box 59, Port Burwell, ON N0J 1T0. Any notice required to be given to the Licensee under the terms of this agreement is deemed to be sufficiently given if delivered to the Licensee or mailed by prepaid registered mail addressed to the Licensee at 56169 Heritage Line, Straffordville, ON, N0J 1Y0, or at such other address as the Licensee may in writing designate. In either case, such notice shall be deemed to have been received on the date of its delivery or in the case of mailing, three (3) business days after it is delivered to the post office. 11. This agreement shall enure to the benefit of, and be binding upon the parties and their respective successors, including successor owners in title of the lands, and (where permitted) assigns. The Licensor agrees that, to ensure its right of access to the Lands for the term of this agreement is binding against any future landowner, successor, or assignee, the Licensee may register Notice of this Agreement upon the Lands pursuant to s. 71 of the Land Titles Act, R.S.O. 1990, c. L.5. 12. No waiver of any provision of this agreement by either party shall be deemed to be a waiver of the same provision or any other provision in any other circumstance. A party not seeking to enforce any right under this agreement does not constitute a waiver hereunder. 13. Should any provision of this agreement be deemed to be invalid or unlawful by a court or authority of competent authority the remaining provisions shall continue in full force and effect. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] 14. This agreement may be executed in counterparts and may be executed electronically and, when such counterparts are duly executed, shall deemed to be an original copy of this agreement. IN WITNESS whereof the parties have affixed their respective corporate seals attested by the hands of their respective officers duly authorized in that behalf. Date: RON & BONNIE BRADFIELD Ron Bradfield Bonnie Bradfield We have the authority to bind the Licensor Date: THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Ed Ketchabaw, Mayor Thomas Thayer, CAO We have the authority to bind the Licensee THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW 2024-013 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE MUNICIPALITY OF BAYHAM AND RON & BONNIE BRADFIELD TO PERMIT ACCESS OVER AND USE OF LANDS AT 21 ROBINSON STREET, PORT BURWELL, FOR WORKS AT THE PORT BURWELL LIGHTHOUSE WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a broad scope of powers to municipalities to govern their affairs as they consider appropriate; AND WHEREAS the Port Burwell Lighthouse was deemed unsafe in January 2023 due to structural stability concerns; AND WHEREAS access over and use of the adjacent lands are required for stabilization measures; AND WHEREAS a licence agreement was entered into by by-law No. 2023-023 for use of the lands; AND WHEREAS ownership of the Licensor has changed since the passing of 2023-023 and it is desirous of extending the term of the agreement to December 31, 2025; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Chief Administrative Officer be and are hereby authorized to execute the Agreement attached hereto as Schedule “A” and forming part of this by-law between the Municipality of Bayham and Ron & Bonnie Bradfield for access over and use of lands known municipally as 21 Robinson Street for purposes of works on the Port Burwell Lighthouse; 2. AND THAT By-law No. 2023-023 be repealed; 3. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 21st DAY OF MARCH 2024. ___________________________ _____________________________ MAYOR CLERK LICENCE AGREEMENT BETWEEN: Ron & Bonnie Bradfield Hereinafter called the “Licensor” of the FIRST PART; - and - The Corporation of the Municipality of Bayham Hereinafter called the “Licensee” of the SECOND PART; WHEREAS: 1. The Licensee is a municipal corporation incorporated pursuant to the Municipal Act, 2001 S.O. 2001 c. 25; 2. The Licensor is the registered owner of lands in the Municipality of Bayham, known municipally as 21 Robinson Street, Port Burwell (the "Lands") and for the purposes of permitting the Licensee to use the Lands for the purposes of performing construction works related to refurbishment of the Lighthouse as more particularly described in this Agreement, the Licensor has agreed to grant this licence; In consideration of the exchange of TWO DOLLARS $2.00 from each party to the other, and other good and valuable consideration, including the improvement and beautification of the area and the improved safety of the lighthouse by its temporary stabilization on the property abutting the Lands, the sufficienciy of which is hereby acknowledged by the parties, the parties agree as follows: 1. The Licensor grants to the Licensee the non-exclusive use of the Lands for the purposes hereinafter set forth and more specifically described in section 2(1) of this agreement, for the period commencing on March 1, 2024, and expiring December 31, 2025. Such licence shall extend to the servants, agents, contractors and workers of and other persons duly authorized by the Licensee, at all times and from time to time deemed necessary by the Licensee. 2. The Licensee covenants with the Licensor: (1) To use the Lands only for the purposes of performing construction works related to refurbishment of the Lighthouse. To this end, the Licensor hereby grants licence to the Licencee, and the Licensee convenants: a. To access the Lands, enter and lay down materials, erect, install, construct, maintain, open, inspect, add to, alter, repair and keep in good condition, remove, replace, relocate, reconstruct and supplement structures, equipment, wires, cables and any other thing necessary to support the Lighthouse located on municipal lands at 17 Robinson Street, Port Burwell; b. Without limiting the generality of section 2(1)a, to install, including burying into the ground, certain equipment including helical piles and affixing guy wires for the purpose of supporting the Lighthouse; and, c. To pass and repass with all plant machinery, material, vehicles, and equipment, including heavy machinery, as may be necessary, along, on, in, across, under, over and through the Lands for all purposes necessary or incidental to the exercise and for the enjoyment of the rights and licence herein granted; (2) To accept the Lands in the condition existing as of the date of this agreement and will not call upon the Licensor to do or pay for any work or supply any equipment to make the Lands more suitable for the proposed use by the Licensee hereunder. (3) Not to erect any buildings or structures, other than temporary construction structures as may be required (e.g. scaffolding) on the Lands without written permission from the Licensor, or his or her designate; (4) To maintain the appearance of the Lands and the equipment thereon in a neat, clean and well-kept manner appropriate to the condition of land in the area and the works being performed; (5) To maintain all equipment in repair at its own expense, and to repair on written notice from the Licensor; (6) To ensure that no refuse, litter, garbage or loose or objectionable material accumulates in or about the Lands; (7) To ensure that no trees are removed and no grade changes are carried out; (8) To provide and maintain comprehensive general liability insurance in the minimum amount of TWO MILLION DOLLARS ($2,000,000.00) with respect to its use of the Lands during the full term of this agreement and any extension thereof, naming the Licensor as an additional insured, and to provide a certificate evidencing same, prior to execution of this agreement and as required by the Licensor. Without limiting the generality of the foregoing, such public liability insurance shall contain provisions for cross-liability, severability of interests, and no cancellation or alterations without the consent of the Licensor; (9) To ensure that any contractors acting on behalf of the Licensee on the lands carry insurance that meets the standard set out in section 2(8); (10) Not to assign this agreement without the prior written consent of the Licensor, which consent may be unreasonably withheld; (11) To restore and leave the Lands in substantially the same condition at the expiry of this agreement as they were at the commencement of this agreement; (12) To comply with all federal, provincial and municipal laws, rules, regulations and by-laws and to hold the Licensor harmless from the consequences of its failure to do so; 3. The Licensor acknowledges and agrees that it has had the opportunity to review and make inquiries as to the nature and extent of the activities, installations and equipment authorized by this licence and that following its execution shall not allege or construe that any construction works, installations or equipment authorized herein was not contemplated at the time of the grant of licence. 4. The Licensee may remove its equipment from the Lands, provided all damage thereby occasioned shall forthwith be repaired by the Licensee at its own expense. 5. The Licensee shall at all times indemnify and save harmless the Licensor from and against any and all claims, demands, losses, costs, charges, expenses, actions and other proceedings (including those in connection with workers' compensation or any similar or successor arrangement) made, brought against, suffered by or imposed on the Licensor or its property in respect of any failure by the Licensee to fulfill any of its obligations under this agreement. 6. The Licensee shall at all times indemnify and save harmless the Licensor in respect of any loss, damage or injury (including injury resulting in death) to any person or property (including, without restricting the generality of the foregoing, employees, contractors, agents and property of the Licensor, directly or indirectly arising out of, resulting from or sustained by reason of the occupation or use of the Lands, or any operation in connection therewith or any fixtures or chattels thereon. 7. The Licensor shall not be liable, directly or indirectly, for any personal injuries that may be suffered or sustained by any person who may be on the Lands or for any loss of or damage or injury to property belonging to the Licensee or any other person unless such injury, loss or damage is due to the Licensor's negligence or default or the negligence or default of those for whom the Licensor is in law responsible. 8. The Licensee shall fully indemnify and save harmless the Licensor from and against all construction liens and related costs and other claims in connection with all work performed by or for the Licensee on the Lands, and shall promptly remove all claims registered in connection with the work performed by or for the Licensee on the Lands from title as soon as practicable. 9. If the Licensee defaults in performing any of its obligations under this agreement, the Licensor shall give written notice to the Licensee of such default, thereby giving the Licensee fifteen (15) business days to remedy such default, failing which the Licensor may terminate this Licence and the Licensee shall then forthwith remove its chattels and fixtures, if any, from the Lands and shall restore the Lands to the condition in which they were at the commencement of this agreement. For greater certainty, provided that the Licensee commences reasonable steps within fifteen (15) days to cure the default, it shall be deemed to be remedied, provided that the Licensee continues to take steps toward completing the remedy in a timely manner. 10. Any notice required to be given to the Licensor under the terms of this agreement shall be sufficiently given if delivered to the Licensor or mailed by prepaid registered mail addressed to Ron Bradfield at PO Box 59, Port Burwell, ON N0J 1T0. Any notice required to be given to the Licensee under the terms of this agreement is deemed to be sufficiently given if delivered to the Licensee or mailed by prepaid registered mail addressed to the Licensee at 56169 Heritage Line, Straffordville, ON, N0J 1Y0, or at such other address as the Licensee may in writing designate. In either case, such notice shall be deemed to have been received on the date of its delivery or in the case of mailing, three (3) business days after it is delivered to the post office. 11. This agreement shall enure to the benefit of, and be binding upon the parties and their respective successors, including successor owners in title of the lands, and (where permitted) assigns. The Licensor agrees that, to ensure its right of access to the Lands for the term of this agreement is binding against any future landowner, successor, or assignee, the Licensee may register Notice of this Agreement upon the Lands pursuant to s. 71 of the Land Titles Act, R.S.O. 1990, c. L.5. 12. No waiver of any provision of this agreement by either party shall be deemed to be a waiver of the same provision or any other provision in any other circumstance. A party not seeking to enforce any right under this agreement does not constitute a waiver hereunder. 13. Should any provision of this agreement be deemed to be invalid or unlawful by a court or authority of competent authority the remaining provisions shall continue in full force and effect. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] 14. This agreement may be executed in counterparts and may be executed electronically and, when such counterparts are duly executed, shall deemed to be an original copy of this agreement. IN WITNESS whereof the parties have affixed their respective corporate seals attested by the hands of their respective officers duly authorized in that behalf. Date: RON & BONNIE BRADFIELD Ron Bradfield Bonnie Bradfield We have the authority to bind the Licensor Date: THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Ed Ketchabaw, Mayor Thomas Thayer, CAO We have the authority to bind the Licensee THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-014 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD MARCH 21, 2024 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of The Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the Council meeting held March 21, 2024 is hereby adopted and confirmed as if all proceedings were expressly embodied in this by-law. 2. THAT the Mayor and Clerk of The Corporation of the Municipality of Bayham are hereby authorized and directed to do all things necessary to give effect to the action of the Council including executing all documents and affixing the Corporate Seal. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 21st DAY OF MARCH, 2024. ____________________________ _____________________________ MAYOR CLERK