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Home My WebLink AboutSeptember 19, 2024 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, September 19, 2024 7:00 p.m. 7:30 p.m. Statutory Planning Meeting – 3 Applications The September 19, 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 A. Carolyn Krahn, Elgin County re 2024 Business Retention and Expansion Program Report 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held September 5, 2024 B. Statutory Planning Meeting held September 5, 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 11.1.2 Requiring Action 11.2 Reports to Council 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION Council Agenda September 19, 2024 2 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Passing re Zoning By-law Amendment ZBA-21/24 Housekeeping B. Notice of Decision re Minor Variance A-14/24 Driedger C. Notice of Decision re Minor Variance A-15/24 Friesen D. Notice of Public Meeting re Zoning By-law Amendment ZBA-22/24 Froese E. Notice of Public Meeting re Minor Variance A-16/24 Clarke Sullivan F. Notice of Public Meeting re Minor Variance A-17/24 Klassen G. Notice of Second Public Meeting re Minor Variance A-04/24 Sawatsky 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-71/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Declare Lands as Part of the Open Public Highway System, Reference Plan No. 11R11216 – Part of Union Street, Vienna 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Long Point Region Conservation Authority re Board of Directors Meeting Minutes July 3, 2024 B. Woodstock Ingersoll Tillsonburg and Area Association of Realtors re August 2024 Housing Market Update C. Township of Springwater re Growth and Economic Viability Ad Hoc Committee Resolution D. Elgin County and Municipality of Central Elgin re Joint Accessibility Advisory Committee (JAAC) Recruitment) E. Long Point Region Conservation Authority re 30-Day Comment Period – Watershed- based Resource Management Strategy and Conservation Land Strategy F. Municipality of Bayham re Notice of Proposed Sale of Land 13.1.2 Requiring Action 13.2 Reports to Council A. Report CL-09/24 by Meagan Elliott, Clerk re 2025 Council Schedule Council Agenda September 19, 2024 3 B. Report CAO-38/24 by Thomas Thayer, CAO re Consideration of Additional Lands for Residential Development Purposes C. Report CAO-39/24 by Thomas Thayer, CAO re Extension to Site Plan Agreement – Max Underhill’s Farm Supply Limited – 56532 Calton Line, Vienna (Application No. SPA-04/23) 14. BY-LAWS A. By-law No. 2024-056 Being a by-law to authorize and to declare lands in the Municipality of Bayham as part of the open public highway system (Part 1 of reference plan No. 11R-11216 – Part of Union Street) 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-057 Being a by-law to confirm all actions of Council 18. ADJOURNMENT 2024 Business Retention & Expansion Program Report Prepared By: The County of Elgin Economic Development & Tourism (519) 631-1460 economicdevelopment@elgin.ca www.elgincounty.ca For more information about the Elgin County BR+E Program and this report, please contact: Elgin County Economic Development & Tourism Address: 450 Sunset Drive, St Thomas, ON Phone: (519) 631-1460 Email: economicdevelopment@elgin.ca Website: www.elgin.ca Thank you for your support. manufacturing construction accommodation & food retail trade agriculture 17.39%13.04%13.04%13.04%10.87% The County of Elgin's Business Retention and Expansion (BR&E) Program, initiated by the Economic Development Department, aims to support local businesses in preparation for expected regional growth. The program interviewed 92 businesses across various sectors to gather insights on their needs, challenges, and opportunities. This report outlines the findings from the program's first round, conducted from November 2023 to February 2024, and presents the priorities identified by the leadership team, along with an action plan to promote a thriving business environment. E x e c u t i v e S u m m a r y 92 interviews completed across 17 different sectors High engagement and representation from all seven local municipalities Strong representation from five sectors in particular: Manufacturing Construction Accommodation & Food Services Retail Trade Agriculture Identification of key areas for improvement, including housing, serviced land, workforce development, and municipal support. Comprehensive action plan to address identified challenges and opportunities for support business growth. Key Highlights ELGIN’S BR&E PROGRAM REPORT 2024 11 17 131512 10 13 1Introduction 2Program Overview 3Key Findings 4Recommended Action Plan 5Conclusion Table of Contents ELGIN’S BR&E PROGRAM REPORT 2024 Owners of Sparta Lavender Farm, 2023. (Andrew Wyton). ELGIN’S BR&E PROGRAM REPORT 2024 Report Objective: Highlight key findings, future goals, and a recommended action plan based on insights gathered through Elgin’s 2023-2024 BR&E program. 1.Introduction Organized desktop in a model home in Aylmer, ON, 2023. (Andrew Wyton). Phase 1 Phase 2 Phase 3 2023 - 2024 Form Leadership Team & Develop Program Goals Conduct Surveys Analyze Results & Develop Action Plan Phase 4 Implement & Monitor The Elgin County Business Retention and Expansion (BR&E) Program, initiated by Elgin County Economic Development, aims to support existing local businesses in anticipation of regional growth. The program focuses on understanding the needs and challenges of local businesses through confidential interview surveys. By strengthening relationships and fostering collaboration, the BR&E program aims to create a thriving business environment that can attract further investment and support sustainable economic development. E l g i n ’s B R +E P r o g r a m ELGIN’S BR&E PROGRAM REPORT 2024 Support our local business community. Strengthen relationship with existing businesses. Establish an early warning system. Improve community’s self-awareness. W h y B R &E ? 92 INTERVIEWS COMPLETED Owner of Latimer’s Equipment Repair Co Inc. standing in front of new expansion, Jan 2024. (Abigail Moore) Deputy Mayor Justin Pennings standing with owners of Nature;s Oasis, Apr 2024. (Abigail Moore) A thriving region where businesses feel connected, engaged, and empowered to grow and innovate, fostering a deep sense of community pride. ELGIN’S BR&E PROGRAM REPORT 2024 Vision The BR&E Program is a proactive approach to understanding, supporting, and enhancing the local business landscape. Through one-on-one interviews and data analysis, the program collects vital business information, identifies common challenges, and develops targeted strategies to address them. These interviews, conducted across various sectors in each municipality, form the basis for strategic initiatives aimed at fostering sustainable economic development in Elgin County over the next decade. How It Works Goals Short-Term: Strengthen relationships with existing businesses. Provide accessible and streamlined support. Collect vital business and market data. Identify strengths and weaknesses. Develop and implement a tailored action plan. Long-Term: Address immediate concerns. Foster sustainable development and job creation. Increase competitiveness of existing businesses. ELGIN’S BR&E PROGRAM REPORT 2024 Engagement Summary Surveys Conducted: 92 surveys across 7 local municipalities, ensuring representation from each community. Engagement Tools: 72% of participants learned about the program by phone (38%) or email (34%). Key Sectors Engaged Manufacturing (16), Accommodation and Food Services (13), Retail Trade (13), Construction (13), Agriculture, Forestry, Fishing, and Hunting (11) Phone 37.6% Email 33.9% Event/Meeting 11% Referral 10.1% Article/Newsletter 3.7% manufacturing construction accommodation & food retail trade agriculture 17.39%13.04%13.04%13.04%10.87% 2.Program Overview Develop Program Goals & Survey Analyze Findings & Develop Action Plan Discuss Interview Progress meeting topics ELGIN’S BR&E PROGRAM REPORT 2024 The Leadership Team A leadership team, comprised of representatives from all seven of our local member municipalities, was formed to ensure that every community in Elgin County benefits from the BR&E program. This team played a crucial role in voicing the unique needs and perspectives of each community. The department engaged with the leadership in three comprehensive meetings, focused on the development, implementation, and monitoring of the program. These collaborative efforts ensure the program’s success and sustainability across all areas. Robin Greenall, CAO Municipality of Central Elgin Nathan Dias, CAO, Township of Malahide Steven Tripp, Manager, Community Relations & Economic Development, Township of Malahide Ed Ketchabaw, Mayor, Municipality of Bayham Thomas Thayer, CAO, Municipality of Bayham Andy Grozellle, CAO, Town of Aylmer Lisa Higgs, CAO, Township of Southwold Justin Pennings, Chair, Southwold Economic Development Committee Henry Dryfhout, Chair, Dutton Dunwich Economic Development Committee Tracy Johnson, CAO & Treasurer, Municipality of Dutton Dunwich Magda Badura, CAO & Treasurer, Municipality of West Elgin Village of Port Stanley, 2023. (Andrew Wyton). 3. Key Findings ELGIN’S BR&E PROGRAM REPORT 2024 Community Development Business Profile Business Climate Workforce Dynamics Future Plans 1 2 3 4 5 ELGIN’S BR&E PROGRAM REPORT 2024 Owner of Dogs on 3 petting dog, 2024. (Andrew Wyton). Business Ownership and Location: 95% of participating businesses are locally owned. 77% operate from a single location. Years in Business and Size: 73% have been operating for at least three years. 91% have been operating for less than 50 years. 87% employ fewer than 50 individuals. Primary Market: 84% primarily serve Southwestern Ontario, within a 1.5-hour radius. Sales Performance: 62% generate over $500,000 in annual sales. Business Profile 1 Owner of Mama Cathy’s Pizzeria holding a pizza box, 2024. (Abigail Moore) N/A Poor Good Excellent Commercial Property Tax Support from Local Municipality 20% Support from the County of Elgin 17%43%20% 42%43%12%2%Please rate the following factors of doing business in the community: 57%27%12%2% 27%21%49%3% 48%8% 20% 25% Availability of Adequate Housing Availability of Serviced Land Building & Development Permit Process 38%25%23%14% Business Climate 2 A v a i l a b i l i t y o f A d e q u a t e H o u s i n g The data indicates a significant concern about the availability of adequate housing, with 43% rating it as poor and only 12% as good. This is corroborated by the qualitative feedback provided by businesses. 1) General Lack of Housing Scarcity of housing options, especially for seniors and factory workers, forces many workers to commute from distant locations, creating stress and inefficiency. 2) Affordability Issues High rental prices and the cost of purchasing homes are significant barriers. High infrastructure costs exacerbate these issues, making new developments financially unfeasible. 3) Impact on Workforce Lack of affordable housing negatively impacts businesses' ability to attract and retain employees, leading some businesses to invest in housing solutions themselves. Limited rental options further exacerbate this issue. "There's a real lack of housing options here, especially for seniors. It's heartbreaking to see them unable to stay in the area as they age." "There is a lack of affordable homes and rentals. With that said, even if they were available, the area still lacks the amenities needed to attract and retain employees." "Many workers from local factories have to commute because there's not enough housing nearby. It creates a lot of stress and inconvenience for them." "Many employees have to move to London or other nearby cities due to the lack of housing options here. It's frustrating for those who want to stay local." "There is a severe lack of affordable housing and rental units. Rentals are nearly impossible to find, and purchasing a home is not affordable at all." N/A: 42% Poor: 43% Good: 12% Excellent: 2% Addressing housing challenges is crucial for supporting local businesses and ensuring economic growth. Solutions might include incentivizing affordable housing development, improving infrastructure to reduce development costs, and creating policies that support a diverse range of housing needs. Business Climate 2 Key Themes Drone footage of development in the Township of Southwold, 2023. (Andrew Wyton). The data indicates significant concern about the availability of serviced land, with 25% rating it as poor and only 13% as good. A v a i l a b i l i t y o f S e r v i c e d L a n d "There are limitations for expanding on my current property. I don’t think I'd be able to find other affordable serviced land." "It would be difficult for me to find land to build or expand on. There's not much available on the market right now, and what is available is expensive." "There's no business park, and landowners are holding off on making land available." "I won’t expand my farm operations here because the land is in demand for industrial development." "Land is available, but not affordable." "if I want to expand, I would need to move to St. Thomas." "I looked everywhere, but ended up having to service the land I already owned." "It's not an issue for me because I own the land, but servicing it—like getting natural gas—can be a challenge since it's available only at a high cost." N/A: 52% Poor: 25% Good: 13% Excellent: 2% Addressing these challenges is crucial for supporting local businesses and ensuring economic growth. Solutions might include incentivizing the development of serviced land, improving infrastructure to reduce development costs, and creating policies that streamline the process of securing and developing land. 1) General Lack of Serviced Land Many businesses find it challenging to locate land equipped with necessary utilities, making expansion difficult. 2) Affordability Issues Even when serviced land is available, it is often unaffordable, posing a significant barrier for businesses looking to expand. 3) Impact on Expansion Plans The lack of affordable and available serviced land negatively impacts businesses' ability to expand, forcing some to consider relocating to nearby areas like St. Thomas. 4) Specific Needs and Challenges Servicing existing land can be a challenge due to high costs, and there are issues with internet connectivity. Key Themes Business Climate 2 Drone footage of Amazon Plan parking lot in Township of Southwold, 2023. (Andrew Wyton). Business Climate 2 The data suggests significant dissatisfaction with the building and development permit process, with 30% rating it as poor and only 10% as good. D e v e l o p m e n t & B u i l d i n g P e r m i t P r o c e s s "The municipality's website is confusing and difficult to navigate. It adds to the frustration." "I received inadequate and vague information from the building inspector regarding installing a new hood range. It was very frustrating." “With my most recent expansion, I encountered more red tape than ever before." “It has become a lot more complicated and time- consuming compared to a few years ago when I last expanded." "It was difficult, time-consuming, and costly.” "I am very dissatisfied with the customer service and the high development charges." "The planning department can be misleading at times. It can be difficult to get confident and straightforward answers from them." "It took a long time to get the process started, but everything went well once I finally received the permit." N/A: 40% Poor: 30% Good: 10% Excellent: 5% Improving the building and development permit process is essential for business satisfaction and economic growth. Potential solutions include streamlining the permit process, improving communication and support from planning authorities, reducing unnecessary red tape, and providing clearer guidelines and online resources for businesses. 1) Bureaucratic Delays and Red Tape Many businesses reported increased bureaucracy, slow service, and scheduling challenges for inspections. 2) Inadequate Information and Communication Several businesses received vague or inadequate information from building inspectors and faced poor communication from the County. 3) Costly and Onerous Requirements Some businesses mentioned that high development charges and stringent zoning regulations restrict innovation and expansion. Key Themes Hand pointing a red pen to engineering plans. (Andrew Wyton). C o m m e r c i a l P r o p e r t y T a x e s "Low taxes attract people to this area." "High for limited services in return." "Businesses should be allowed at least the same garbage collection and recycling as residential properties." "No issue with the current rate; would pay more for improved services." "Very high considering we are on well and septic." "Very high considering we don’t receive any services." "It’s frustrating that businesses receive the same number of garbage tags as one household despite paying more in taxes." "Very expensive considering the limited services provided (garbage, mail, and roads). Businesses only receive two sets of tags, which is not enough." "High considering the economic benefit our business brings to the community." "Municipalities should view taxpayers as customers and regularly seek feedback from them." The survey data revealed that businesses are generally satisfied with commercial property taxes. The primary reasons for poor ratings included limited and/or inadequate infrastructure and services, additional costs incurred from delays with the building and development permit process, and lack of engagement with businesses. Addressing these concerns involves improving service delivery, providing better infrastructure, ensuring fair tax assessments, enhancing customer service, and actively engaging with businesses to understand and meet their needs. Implementing these improvements could lead to greater business satisfaction and economic growth in the region. N/A: 27% Poor: 21% Good: 49% Excellent: 3% While there is general satisfaction with commercial property taxes, there is clear room for improvement with 21% rating it as poor and only 3% as excellent. Key Themes Business Climate 2 High Tax Rates with Limited Services: Some businesses feel that property taxes are high, especially considering the limited services provided in return. Assessment Issues: Several businesses experienced significant increases in their property taxes due to reassessments by MPAC, often without corresponding service improvements. Infrastructure and Service Needs: Improved infrastructure, such as sewage systems and better road maintenance, is a recurring need. Flooding and drainage issues also need attention. Farmers Market. (Unknown). S u p p o r t f r o m L o c a l M u n i c i p a l i t y The data shows a generally positive perception of support from local municipalities, with nearly half (48%) rating it as good and a quarter (25%) rating it as excellent. However, there is still a notable portion (20%) that rates the support as poor. "They listen well and provide proactive and supportive assistance. Staff were excellent in addressing recent concerns." "Fire Chief is excellent. Timely, personable, and goes the extra mile in helping find solutions." "Office staff are friendly and helpful, but more effort is needed to get fiber internet." "Lack of information regarding VW situation and airport expansion. Poor communication from Council." "Supportive during COVID-19, but zoning amendments were costly and time-consuming." "Poor planning and communication with businesses regarding upcoming projects and development." N/A: 8% Poor: 20% Good: 48% Excellent: 25% 1) Poor Communication and Transparency Businesses expressed frustration with the lack of information and transparency regarding local developments and zoning changes. 2) Inconsistent Support Some businesses felt neglected or unsupported in their efforts to expand or resolve issues. 3) Positive Interactions with Staff Many businesses highlighted positive interactions with municipal staff, noting their helpfulness and supportiveness. 4) Need for Better Infrastructure and Services Improved infrastructure, especially internet connectivity, is crucial for business operations. Enhancing communication, increasing outreach, and promoting all regions equally can help address some of the concerns raised. Ensuring consistency in support and improving infrastructure are key areas for improvement. Business Climate 2 Key Themes Owner of Kettle Creek Landscaping standing in front of establishment doors, Jan 2023. (Abigail Moore). The feedback on support from the County of Elgin reflects a generally positive sentiment, with 63% of businesses rating the support as good or excellent. However, a significant portion (20%) rated it as poor, indicating areas for improvement. S u p p o r t f r o m t h e C o u n t y o f E l g i n "Everyone has been great to work with and very accommodating of requests.” "Limited engagement, but this program seems like a good start. It’s nice to know businesses are being taken seriously." "We appreciate when the County purchases locally and hope they continue to support local businesses.” ”Obtaining permits for projects on County roads can be challenging. Some requirements are expensive and seem unnecessary.” "Support has been good, but we would appreciate more direct outreach." "Excellent programs like Elgincentives, but priority seems to be on Central and East Elgin." "We appreciate the Elgincentives program, tourism operator event, and promotion online and in printed materials." "Good programs, partner organizations (SBEC and EBRC), and events. Elgincentives and the Starter Company Plus grants have been helpful for completing small projects." "Good, but could use more general support to tap into the local labour market.” "COVID was tough, but this meeting is great. Tourism is also great, but we could use more networking opportunities and coordinated initiatives (like farm tours)." "Received great support throughout Elgincentives." "Great advertising and access to grants. Contact is personal and positive. Willing to go above and beyond to help." "Challenging to find information on grants and funding." "Needs to do better at promoting the importance/impacts of supporting local." "Tourism has been great - we appreciate that they have taken the time to come out and see us.” "Unaware of the County's services; could benefit from a more significant presence and communication." "Has appreciated help promoting events but it would be nice if there was more outreach. It's been difficult to become known in the community." N/A: 17% Poor: 20% Good: 43% Excellent: 20% While the County of Elgin is generally perceived positively, enhancing communication, increasing outreach, and promoting all regions equally can help address some of the concerns raised. Similar efforts to Elgincentives could further strengthen the relationship between the County and local businesses. 1) Challenges with Permits and Processes Difficulties in obtaining permits for projects on County roads were mentioned. 2) Desire for More Outreach Many businesses expressed a desire for more direct outreach and proactive communication from the County. 3) Positive Feedback on Elgincentives Program The Elgincentives program received significant praise for its support and positive impact on businesses. 4) Need for Better Promotion and Support: Some businesses felt that certain areas, like Port Burwell, are neglected compared to others like Port Stanley. Key Themes Business Climate 2 Does your business face any challenges with hiring? Top Reasons for Hiring Challenges 1) Lack of Appropriate Skills and Training: 29% Common roles struggling with this issue include kitchen staff, sales, management, automotive technicians, healthcare professionals, equipment operators, and skilled trades. 2) Other: 29% Issues such as remote locations, seasonal work, and high competition for skilled workers also contribute to hiring difficulties. Remote locations are a significant barrier, making it difficult to attract talent for general labor, skilled trades, and office positions. Seasonal work leads to fluctuating availability of workers. Competition for skilled workers affects positions such as mechanics, welders, and engineers, making it harder for businesses to fill these roles. 3) Too Few Applicants: 28% Some businesses report a lack of applicants across various positions. 4) Lack of Relevant Experience: 15% This is particularly problematic for positions requiring specific technical skills or industry knowledge. A significant portion of businesses (53.26%) face challenges with hiring. The main reasons for these challenges include a lack of applicants, inadequate skills and training, and insufficient relevant experience among candidates. Sector-Specific Hiring Challenges Manufacturing: 75% Agriculture, Forestry, Fishing, and Hunting: 70% Retail Trade: 58% Construction: 75% Accommodation and Food Services: 75% These sectors report high rates of hiring challenges, indicating industry-specific issues such as skill shortages and competition for qualified candidates. Yes 53.3% No 32.6% N/A 14.1% 3 Workforce Dynamics No 55.4% Yes 32.6% N/A 12% Does your business face any challenges with retention? Top Reasons for Retention Challenges 1) Other: 44% Factors such as long commutes, poor work ethic, and lack of basic skills also play a role in retention difficulties. 2) Wages: 22% Low wages and non-competitive compensation packages are significant factors leading to high turnover. 3) Seasonal: 18% Seasonal work, which offers less stability, contributes to retention issues. 4) Competition: 16% High competition for workers impacts retention, especially in roles requiring specific skills. Retention is a challenge for 32.61% of businesses, with key reasons including wages, seasonal factors, competition, and other unspecified issues. Manufacturing and agriculture sectors report higher retention challenges compared to other sectors, highlighting industry-specific retention issues such as wage competition and seasonal work patterns. Sector-Specific Retention Challenges Manufacturing: 50% Agriculture, Forestry, Fishing, and Hunting: 40% Retail Trade: 33.33% Construction: 25% Accommodation and Food Services: 25% 3 Workforce Dynamics No 52.2% Yes 47.8% Does your business participate in any co-op, internship, or apprenticeship opportunities? Workforce dynamics in the region are significantly impacted by hiring and retention challenges. A major issue is the lack of applicants and appropriate skills, compounded by remote locations and high competition for skilled workers. Retention issues are driven by low wages, seasonal work, and competition. Addressing these challenges requires improving local training programs, enhancing wages and benefits, and promoting the region to attract a larger workforce. Additionally, increasing participation in co-op and apprenticeship programs could help bridge skill gaps and improve both hiring and retention rates. While nearly half of the businesses participate in co-op, internship, or apprenticeship programs, there is still a significant portion that does not. Among those not participating, 27% expressed interest in learning more about these programs. If no, would you be interested in learning more? No 72.9% Yes 27.1% 3 Workforce Dynamics Owner of Mancari’s Pizza & Restaurant, celebrating 30 years in business Feb 2024. (Abigail Moore). ELGIN’S BR&E PROGRAM REPORT 2024 61% of participants plan on expanding within the next two years. A significant majority of businesses are planning to expand within the next two years, indicating optimism and potential growth in the local economy. However, challenges related to housing, serviced land, public support, and workforce dynamics need to be addressed to support this expansion. 0 10 20 30 40 50 60 Expanding Remaining the Same Downsizing Relocating Selling Closing 56% 32% 2% 2% 2% 0% 4 Future Plans WHAT ARE PARTICIPANTS PLANNING WITHIN THE NEXT TWO YEARS? Two staff in boardroom examining drawings, 2024. (Andrew Wyton). Desired Changes for Improvement Improved Cell Service: "Impacts operations on a daily basis, although it hasn’t been detrimental yet." Better Accommodation and Hotels: "Elevated lodging would be great for visiting employees, vendors, and potential clients.” Increased Communication and Transparency: "More opportunities to participate in marketing initiatives." Grants to Build Skills and Capabilities: "Support would allow me to offer new services, explore fresh ideas, and potentially restart my business concepts." Attractive and Welcoming Communities: “Focus on supporting businesses and public spaces that make a community nice to live in.” Simple Welcome Package for New Businesses: "A single point of contact would make the process of setting up much smoother." Maintaining Community Charm: "Port Stanley is a good example of how to grow while maintaining charm." Reduced Bureaucracy: "People are frustrated by the permit process." Increased Marketing Efforts: "Seasonal booklets promoting activities in West Elgin during spring/summer and fall/winter." Promotion of Rural Businesses: "Connecting and making the drive seem worth it to attract more customers." The data shows a generally positive perception of support from local municipalities, with nearly half (48%) rating it as good and a quarter (25%) rating it as excellent. However, there is still a notable portion (20%) that rates the support as poor. This is corroborated by the qualitative feedback provided by businesses: C o m m u n i t y D e v e l o p m e n t 5 Community Development Businesses want improved communication, transparency, support for local businesses, better infrastructure, simplified processes, effective promotion and marketing, and increased community engagement and events to improve the business environment. Recommended Action Plan ELGIN’S BR&E PROGRAM REPORT 2024 Foundation and Immediate ImprovementsTHEME 1 Enhancing Community and Business SupportTHEME 2 THEME 3 THEME 4 Expanding Services and Community Amenities Long-Term Growth and Sustainability Three children running in golden hour, 2023. (Andrew Wyton) ELGIN’S BR&E PROGRAM REPORT 2024 Foundation and Immediate Improvements THEME 1 Action #1: Conduct Community Improvement Plan (CIP) Program Review Timeline Complete within 6 months. Objectives Clear recommendations for CIP improvements and implementation of identified changes. Responsible Parties Economic Development, Planning, Consultant, LMPs Strategies Evaluate the effectiveness of the current CIP. Gather feedback from businesses and stakeholders. Update or rewrite the CIP based on the findings and implement recommended changes. Action #2: Conduct a Master Servicing Study Timeline: Complete within 12-24 months. Objectives: Updated vacant land inventory. All LMPs committed to a regional approach. Responsible Parties: Economic Development, Consultant, Engineering, LMPs. Strategies: Collaborate with consultants and engineering to inventory existing infrastructure, assess needs, and identify gaps. Engage LMPs in the planning process to ensure alignment and commitment to a shared vision. Identify priority areas for servicing improvements to support business and housing development Action #3: Develop Employment Lands Strategy and Action Plan Timeline: Complete within 12-24 months. Objectives: 3-5 year action plan that will guide industrial lands development with a targeted approach. A range of opportunities for SMEs looking to start up and expand. Responsible Parties: Economic Development, Consultant, Planning, LMPs. Strategies: Collaborate with consultants and planning to identify and designate employment lands. Create an action plan that includes marketing strategies to attract businesses to these lands. Ensure the plan aligns with regional growth plans and infrastructure capabilities, offering opportunities for all types of businesses. Three adults in hard hats looking over a plan. (Unknown). ELGIN’S BR&E PROGRAM REPORT 2024 Enhancing Community Services and Support THEME 2 Action #6: Develop Educational Resources and Campaign Around Starting and Expanding a Business in Elgin County Timeline: Complete within 6-12 months. Objectives: Positive feedback from businesses and an increase in resource utilization. Responsible Parties: Economic Development, Planning, LMPs. Strategies: Create comprehensive guides and toolkits for entrepreneurs and existing businesses. Conduct a marketing campaign to raise awareness of these resources. Host workshops and seminars on business development. Action #4: Increase Internal Awareness About Existing Resources Timeline: Initiate within 6 months. Objectives: Positive feedback from businesses and an increase in resource utilization. Responsible Parties: Economic Development, Community Partners, LMPs. Strategies: Launch a training campaign focused on how to better serve businesses. Distribute resource guides and conduct information sessions for municipal staff. Action #5: Enhance Development and Building Permit Process Timeline: Complete within 6-12 months. Objectives: Streamline the permit process for efficiency and user-friendliness across the county. Responsible Parties: Economic Development, Planning, LMPs Strategies: Develop a clear and user-friendly process map for the development and building permit process. Conduct workshops and training sessions for staff to ensure consistency in permit processing and the overall customer service experience. Owner of Country Grocer, Deputy Mayor Pennings, and Lisa Higgs, standing outside of Country Grocer, Jan 2024. (Abigail Moore) ELGIN’S BR&E PROGRAM REPORT 2024 Expanding Services and Amenities THEME 3 Action #9: Enhance Database and Create Business Profiles Timeline Initiate within 6-12 months. Objectives An active engagement tool to assist in updating and maintaining and accurate dataset of economic indicators. Responsible Parties Economic Development, Salesforce Strategies Establish a Business Visitation Program (BVP) with an annual theme. Develop and maintain a comprehensive database of local businesses. Regularly update and maintain the dataset and engagement tool. Action #8: Create Business Networking and Promotional Opportunities for Rural Businesses Timeline Implement within 12 months. Objectives Successful events with high engagement, positive feedback, and demand for future events. Responsible Party Economic Development, EDCs, BIAs, Chambers, EBRC, SBEC. Strategies Maintain events calendar for business community. Organize regular events Foster relationships between rural businesses and support organizations. Provide platforms for businesses to share experiences and best practices. Action #7: Establish a Communications Plan for Regular Updates Timeline Implement within 6 months. Objectives Successful events with high engagement, positive feedback, and demand for future events. Responsible Parties Economic Development, Communications, LMPs Strategies Develop a personalized and public approach for sharing essential updates. Create and distribute promotional packages to LMPs. Use multiple communication channels to reach a broader audience. Owner of From the Meadow standing in retail store, Apr 2024. (Abigail Moore) ELGIN’S BR&E PROGRAM REPORT 2024 Long-Term Growth and Sustainability THEME 4 Action #10: Strengthen Relationship with Community Partners and Streamline Business Support Timeline Initiate within 6 months. Objectives Partnerships formed and joint programming opportunities identified. Responsible Parties Economic Development, Communications, LMPs Strategies Conduct one-on-one meetings with resource network to share results of the BR&E. Gauge interest in collaborating on a quarterly basis or bi-annual basis. Map potential partners and develop joint programs to support business growth. What sector does your business operate in? Action #11: Conduct Comprehensive Review and Future Planning Timeline Initiate within 24-36 months. Objectives Review action plan and report on results. Evaluate need to conduct additional BR&E. Set new goals based on community needs informed by business visits and leadership team. Responsible Party Economic Development, Leadership Team Strategies Review economic development initiatives and outcomes. Black dog standing in front of couple sitting in a tent. (Andrew Wyton) Conclusion Elgin County provides a favourable business environment, but there is still room for improvement. Businesses require clarity on where to find support and how to engage with the local municipality. Many businesses, even those with established roots in the community, need clarification on where to access support and the reasons for understanding the two-tier system. In general, businesses need more guidance on collaborating with their local municipality to expand their operations. When information is unclear and not easy to find or understand, businesses may neglect their responsibilities, ultimately resulting in issues down the road. By implementing the recommendations detailed in this report, we aim to redefine our approach and cultivate a thriving, competitive, and sustainable business environment that can adjust to future growth and challenges. What Next? This document is the final step in the BR&E program delivery. The results of this initiative will help inform the work of Elgin County Economic Development and provide background information for the member municipalities and community partners that will assist them to implement the action plan and support local businesses. ELGIN’S BR&E PROGRAM REPORT 2024 “I believe we should strive for excellence in this program. It's an effective way to survey taxpayers, and supportive follow-up will pay off. Helping existing businesses succeed is easier than trying to land large industrial projects. Commitment to follow-up will pay off and it also provides an opportunity for Council and Staff to hear success stories and positive feedback." Owners of Churchville Outfitters fishing off the end of boat during golden hour. Photographer Unknown. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, September 5, 2024 6:30 p.m. 8:00 p.m. Statutory Planning Meeting – 1 Application The September 5, 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 TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER ED ROLOSON TREASURER LORNE JAMES MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 6:30 pm. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS Councillor Emerson announced that the last concert fundraiser for the Lighthouse is on Saturday, September 7, 2024. Deputy Mayor Weisler welcomed students back to school and reminded residents to watch out for kids when driving. Mayor Ketchabaw noted that the Elgin County Plowing Match is on Saturday, September 7, 2024. Ketchabaw inquired if any other Member of Council was able to take his place for the dignitary plowing at 1:30 pm as he is not available. Mayor Ketchabaw also announced that Bayham is looking for bowlers to form a team for the Comfort of Homes Bowling Tournament to raise proceeds for Terrace Lodge. Council Minutes September 5, 2024 2 5. PRESENTATIONS A. Watson & Associates Economists Ltd. re Water & Wastewater Rate Study #2 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the presentation by Watson & Associates Economists Ltd., re Water and Wastewater Rate Study #2 be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham approves Scenario 5 for the Bayham and Richmond water systems; AND THAT the Council of The Corporation of the Municipality of Bayham approves the Municipality of Bayham Water & Wastewater Rate Study; AND THAT staff be directed to bring forward a Municipal Water Supply System By-law and a Municipal Pollution Control System/Storm Sewer System By-law, implementing the Municipality of Bayham Water & Wastewater Rate Study, for Council consideration. CARRIED The Council Meeting recessed at 7:56 to host a Statutory Planning Meeting at 8:00 pm. The Council Meeting resumed at 8:04 pm. 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held August 15, 2024 B. Statutory Planning Meeting held August 15, 2024 C. Special Meeting of Council held August 29, 2024 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the minutes from the Regular Meeting of Council held August 15, 2024 be approved as amended; AND THAT the minutes of the Statutory Planning Meeting held August 15, 2024 and the minutes of the Special Meeting of Council held August 29, 2024 be approved as presented. CARRIED 8. MOTIONS AND NOTICE OF MOTION A. Councillor Emerson re Max Building Height Council Minutes September 5, 2024 3 Moved by: Councillor Emerson Seconded by: Councillor Froese WHEREAS the Municipality of Bayham has enacted By-law No. Z456-2003 as its Zoning By-law to regulate development uses, scale, and form in Bayham; AND WHEREAS Section 10.5 of the Zoning By-law requires a Maximum Building Height of 7.0 metres; AND WHEREAS this Maximum Building Height has been established for fire protection reasons; AND WHEREAS Council has received and approved numerous applications for height variances over the establishment 7.0-metre maximum; THEREFORE BE IT RESOLVED THAT staff be directed to report to Council with further information on the necessity to maintain a 7.0-metre maximum building height, any additional explanation to substantiate the established height, and any opportunity to amend this zoning provision. CARRIED B. Deputy Mayor Weisler re Municipally-Owned Lands for Residential Development Purposes Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott WHEREAS the Municipality has been servicing debt associated with the HMCS Ojibwa since March 2015; AND WHEREAS the existing ten-year term of the debt expires in March 2025; AND WHEREAS Council has made a concerted effort over the last nine years to find efficiencies in the size of the Municipality’s non-core portfolio and contribute to the Guarantorship Loan Transfer Reserve to extinguish the remaining debt in March 2025; AND WHEREAS Council has continued this approach by deeming lands fronting onto Ann Street in Vienna surplus for residential development; AND WHEREAS the net proceeds of sale of the Ann Street Lands may be allocated in whole or in part to extinguishing the remaining HMCS Ojibwa debt; AND WHEREAS additional consideration of optimizing the Municipality’s balance of non- core lands versus developable lands may result in additional net proceeds and/or additional residential development to support future capital and operating needs; THEREFORE BE IT RESOLVED THAT staff be directed to review and present additional options to Council regarding the potential surplus of Municipally-owned lands for residential development purposes. CARRIED Council Minutes September 5, 2024 4 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 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Decision re Minor Variance Application A-12/24 Docheff B. Notice of Decision re Minor Variance Application A-13/24 Craig C. Notice of Passing re Zoning By-law Amendment ZBA-15/24 Bergen D. Notice of Passing re Zoning By-law Amendment ZBA-18/24 Wiebe E. Notice of Passing re Zoning By-law Amendment ZBA-19/24 Giesbrecht F. Notice of Public Meeting re Proposed Minor Variance A-14/24 Driedger G. Notice of Public Meeting re Propose Minor Variance A-15/24 Friesen H. Notice of Public Meeting re Zoning By-law Amendment for the Removal of a Holding Provision ZBA-23/24 11:28 Properties Inc. I. Notice of Public Meeting re Zoning By-law Amendment ZBA-22/24 Froese Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT items 12.1.1 A – I be received for information. CARRIED 12.1.2 Requiring Action Council Minutes September 5, 2024 5 12.2 Reports to Council A. Report DR-10/24 by Steve Adams, Manager of Public Works/Drainage Superintendent re Petition for Drainage – Algar Farms Ltd. Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report DR-10/24 regarding the petition for drainage for Algar Farms Ltd. be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham acknowledges the filing with the Clerk of the Petition for drainage works from Del Wakcarius, President of Algar Farms Ltd; AND THAT Council wishes to proceed with this matter and appoints Spriet Associates Ltd., Engineers, to prepare a report on the proposed drainage area pursuant to Section 5 and Section 8(1) of the Drainage Act, for Council’s consideration. CARRIED B. Report DS-66/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-23/24 11:28 Properties Inc. Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report DS-66/24 regarding the 11:28 Properties Inc. rezoning application 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 September 5, 2024 associated with this application, there were no written submissions and no oral presentations 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 the lands owned by 11:28 Properties Inc. identified as Concession 8 Part Lot 22, and subject to Plan of Subdivision 34T-BY2201 from Holding Hamlet Residential (HR(h2)) to Hamlet Residential (HR) Zone; AND THAT Zoning By-law No. Z790-2024 be presented to Council for enactment. CARRIED C. Report DS-67/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-21/24 Municipality of Bayham Moved by: Councillor Chilcott Seconded by: Councillor Emerson Council Minutes September 5, 2024 6 THAT Report DS-67/24 regarding the Municipality of Bayham Housekeeping Amendments for Bill 23 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 August 15, 2024 associated with this application, there was one (1) written submission and two (2) oral presentations 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; AND THAT Zoning By-law No. Z789-2024 be presented to Council for enactment. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Township of Russell re Resolution to Support AMCTO Provincial Updates to the Municipal Elections Act B. Township of Terrace Bay re NOMA Resolution – Support for Ontario Immigrant Nominee Program C. Township of Terrace Bay re Ontario Long Service Medals D. Whitewater Region re Mental Health and Addictions E. City of Cambridge re Mental Health and Addictions Crisis F. Township of Stirling-Rawdon re Public Sector Salary Disclosure G. Western Ontario Wardens’ Caucus, Eastern Ontario Wardens’ Caucus and Eastern Ontario Mayors’ Caucus re Rural Municipal Leaders Support “Solve the Crisis” Campaign to Address Homelessness and Mental Health H. Woodstock Ingersoll Tillsonburg & Area Association of Realtors re Bayham Housing Market Update for July 2024 I. Elgin County re August 13, 2024 County Council Highlights Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A – I be received for information; AND THAT Council for the Municipality of Bayham supports items D, E and G. CARRIED Council Minutes September 5, 2024 7 13.1.2 Requiring Action 13.2 Reports to Council A. Report CAO-35/24 by Thomas Thayer, CAO re Amendment to Site Plan Agreement Phil Mauer and Associates/M.G. Leasing Inc. 56954 Eden Line – SPA-03/23 Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT Report CAO-35/24 re Amendment to Site Plan Agreement – Phil Mauer and Associates/M.G. Leasing Inc. – 56954 Eden Line, Eden (Application No. SPA-03/23) be received for information. CARRIED B. Report CAO-36/24 by Thomas Thayer, CAO re Housing Enabling Water Systems Fund (HEWSF) Application – Second Intake – Eden Pumping Station Expansion Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report CAO-36/24 re Housing Enabling Water Systems Fund (HEWSF) Application – Second Intake – Eden Pumping Station Expansion be received for information; AND THAT staff proceed with Capital Item WW-04 as outlined in the 2024-2033 Capital Budget; AND THAT the Council of The Corporation of the Municipality of Bayham is supportive of an application to the second intake of the Housing Enabling Water Systems Fund (HEWSF) for a second phase expansion of the Eden Pumping Station for an additional 100 dwelling units in Eden. CARRIED 14. BY-LAWS A. By-law No. 2024-053 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Vandenberk Construction Inc. for the rehabilitation of the Stewart Road Bridge B. By-law No. 2024-054 Being a by-law to authorize the conveyance of part of the road allowance known as Faye Street in the Village of Port Burwell, Municipality of Bayham, in the County of Elgin, designated as Part 2 on Plan 11R-11164 C. By-law No. Z789-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Housekeeping D. By-law No. Z790-2024 Being a by-law to amend By-law No. Z456-2003, as amended – 11:28 Properties Inc. Council Minutes September 5, 2024 8 Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT By-law Nos. 2024-053, 2024-054, Z789-2024 and Z790-2024 be read a first, second, third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Moved by: Councillor Froese Seconded by: Councillor Emerson THAT the Council do now rise to enter into an “In Camera” Session at 8:51 p.m. to discuss: 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 (Residential Lands) B. 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 (Road Allowances) CARRIED 16.2 Out of Camera Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the Council do now rise from the “In Camera” Session at 9:23 p.m. and report on 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 (Residential Lands) and 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 (Road Allowances) CARRIED Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT 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 (Residential Lands); Council Minutes September 5, 2024 9 AND THAT staff proceed as directed. CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT 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 (Road Allowances); AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-055 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT Confirming By-law No. 2024-055 be read a first, second and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 9:25 p.m. CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM STATUTORY PLANNING MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, September 5, 2024 8:00 p.m. A. Proposed Zoning By-Law Amendment to Remove a Holding Symbol ZBA-23/24, 11:28 Properties Inc. The September 5, 2024 Planning 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 TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER ED ROLOSON TREASURER LORNE JAMES MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS PUBLIC ATTENDEES A: N/A 1. CALL TO ORDER Mayor Ketchabaw called the meeting 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 4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT A. Proposed Zoning By-Law Amendment to Remove a Holding Symbol ZBA-23/24, 11:28 Properties Inc. THE PURPOSE of the By-law is to facilitate the removal of the ‘h2’ Holding Provision on the lands located at Part Lot 22, Concession 8, east side of Plank Road in the Hamlet of Eden, as it 2 relates to the Subdivision Agreement that was approved by By-law 2024-045 on July 18th, 2024. The subject lands are to be zoned from the ‘Holding Hamlet Residential (HR(h2))’ Zone to ‘Hamlet Residential (HR)’ Zone in the Municipality of Bayham Zoning By-law Z456-2003. THE EFFECT of this By-law will be to satisfy the Conditions of the Subdivision Agreement that was approved by By-law 2024-045 on July 18th, 2024. 5. PUBLIC PARTICIPATION No participation. 6. CORRESPONDENCE No correspondence. 7. OTHER BUSINESS No other business. 8. ADJOURNMENT Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the Zoning By-law be considered at a future meeting of Council; AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning Application ZBA-23/24 is now complete at 8:03 p.m. CARRIED MAYOR CLERK ZBA-21/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z789-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUNICIPALITY OF BAYHAM HOUSEKEEPING AMENDMENTS (BILL 23) TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-Law No. Z789-2024 on the 5th day of September 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 26th day of September 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 is to amend various sections of the Zoning By-law pertaining to Additional Residential Units in order to ensure conformity with the Planning Act and Municipality of Bayham Official Plan with respect to More Homes Built Faster Act, 2022 (Bill 23). The revisions are as follows, and further detailed in the Zoning By-law Z789-2024 available on the Municipality of Bayham website: • Section 2.0 Definitions - Replace and revise the definition of “Dwelling Unit, Second” with “Additional Residential Unit”. • Section 4.2 f) Accessory Use – Replace and revise in its entirety regarding the permitted Maximum Floor Areas of accessory use buildings accessory to the principal farm dwelling in all Agricultural Zones (A1/A1-A and A2), excluding main farm buildings such as barns, greenhouses, stables and driving sheds. • Section 4.9 Obnoxious Uses – Add “water” in addition to land, and clarify the obnoxious uses regulations apply to both vacant lands and lands consisting of buildings/structures. • Section 4.32.2 Parking Requirements - Replace “Dwelling Unit, Second” with “Additional Residential Unit” in the minimum parking space requirement table. • Section 4.59 Second Dwelling Units - Replace the title “Second Dwelling Units” with “Additional Residential Unit”, and replace and revise Subsections a) through h) in its entirety with new provisions in accordance with the Official Plan. The amendments are general amendments that do not apply to specific locations in the Municipality, therefore, no key map or Zoning By-law Schedule changes are necessary. THE EFFECT of this By-law will be to ensure conformity with the Planning Act legislative changes as a result of More Homes Built Faster Act, 2022 (Bill 23), and conformity to the Municipality of Bayham Official Plan (OPA No.34, By-law No. 2023-077) that was Adopted by Council and Approved by Elgin County on November 14, 2023. 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 6th DAY OF SEPTEMBER 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca 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. ZBA-22/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JESSE AND SARAH FROESE LOCATION: 55210 MAPLE GROVE LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-22/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, September 19th, 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 ‘Agricultural (A1-A)’ Zone to a ‘Site-Specific Agricultural (A1-A-XX)’ Zone to permit an ‘Agricultural Service Establishment’ as an additional permitted use, limited to the storage and distribution of portable toilets to support agricultural operations in the surrounding area. The proposed ‘Agricultural Service Establishment’ shall be limited to a Maximum Floor Area of 280.0 m2 (3,013.8 ft2) and outdoor storage will be restricted to the rear yard. The subject property is known as 55210 Maple Grove Line, north side, and west of Sandytown Road. THE EFFECT of this By-law is to allow for the storage and distribution of portable toilets to support agricultural operations in the surrounding area as an additional permitted use with a limited area Maximum Floor Area of 280.0 m2 (3,013.8 ft2) and outdoor storage will be restricted to the rear yard. 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. If possible, any written comments are to be submitted on or before 4:30pm on Wednesday, September 11, 2024 to munderhill@bayham.on.ca or at the municipal office so that they may 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 30th day of August 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 A-16/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: NATHAN CLARKE AND KELLY SULLIVAN LOCATION: 53869 HERITAGE LINE, RICHMOND TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Minor Variance (A-16/24). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on September 19, 2024, at 6:30 pm in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Minor Variance to Zoning By-law No. Z456-2003 under Section 45 of the Planning Act. Committee of Adjustment Meetings may also be viewed virtually through the live-stream on the Municipality of Bayham YouTube Channel: Bayham YouTube THE PURPOSE of this variance is to permit a Minimum Lot Area of 904.0 m2 for the proposed Retained Lot (Parcel ‘B’), whereas Section 9.2 of the Zoning By-law requires a Minimum Lot Area of 1,100.0 m2 for lots serviced by public water and private sanitary servicing. The subject lands are located at 53869 Heritage Line, north side, east of Richmond Road in the Hamlet of Richmond. THE EFFECT of this variance is to permit a reduced Minimum Lot Area of 904.0 m2 for the proposed Retained Lot (Parcel ‘B’) in order to clear the Consent Conditions of Approval for Elgin Land Division Committee file number E28-24 that was Conditionally Approved on April 24th, 2024. The existing single-detached dwelling will remain on the proposed undersized Retained Lot. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. Please be advised that equal consideration is given to all written and oral presentations provided prior to or at the public meeting. When possible, please consider utilizing written correspondence to be submitted to the undersigned by 9:00 am on September 12th, 2024, to be included in the Committee of Adjustment agenda. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. Dated at the Municipality of Bayham this 6th day of September 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 A-17/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: MARTIN AND MARIA KLASSEN LOCATION: 7 CHARLES COURT, PORT BURWELL TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Minor Variance (A-17/24). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on September 19th, 2024, at 6:30 pm in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Minor Variance to Zoning By-law No. Z456-2003 under Section 45 of the Planning Act. Committee of Adjustment Meetings may also be viewed virtually through the live-stream on the Municipality of Bayham YouTube Channel: Bayham YouTube THE PURPOSE of this variance is to grant relief from Section 10.12.7.4 in the Zoning By-law to permit a Maximum Building Coverage of 45.5%, whereas 40% is the required maximum in the R1-7 Zone. The subject lands are located at 7 Charles Court, north side, east of Elizabeth Street in the Village of Port Burwell. THE EFFECT of this variance will be to accommodate a new single-detached dwelling on the subject property that exceeds the maximum permitted building coverage. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. Please be advised that equal consideration is given to all written and oral presentations provided prior to or at the public meeting. When possible, please consider utilizing written correspondence to be submitted to the undersigned by 9:00 am on September 12th, 2024, to be included in the Committee of Adjustment agenda. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. Dated at the Municipality of Bayham this 6th day of September 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 Village of Port Burwell A-04/24 NOTICE OF A SECOND PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: CORNELIUS SAWATZY AND TRUDY FRIESEN LOCATION: 57070 EDEN LINE, EDEN TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Minor Variance (A-04/24). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a second public meeting on September 19, 2024, at 6:30 pm in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Minor Variance to Zoning By-law No. Z456-2003 under Section 45 of the Planning Act. Committee of Adjustment Meetings may also be viewed virtually through the live-stream on the Municipality of Bayham YouTube Channel: Bayham YouTube THE PURPOSE of this variance is to permit a new accessory building (garage) on the subject property with a Maximum Height of 5.5 metres, whereas Section 9.5.1 of the Zoning By-law permits a Maximum Height of 4.5 metres for accessory buildings. This application was originally deferred by the Committee of Adjustment on April 18, 2024, due to concerns over the proposed setback of 2.1 metres from the westerly property line. The applicant has since revised the proposal to include a side yard setback of 3.08 metres between the proposed detached garage and westerly property line. The subject lands are located at 57070 Eden Line, north side, and east of Plank Road in the Hamlet of Eden. THE EFFECT of this variance is to permit an increased Maximum Height to accommodate a new accessory building (garage) and replace the existing shed on the subject property. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. Please be advised that equal consideration is given to all written and oral presentations provided prior to or at the public meeting. When possible, please consider utilizing written correspondence to be submitted to the undersigned by 12:00 Noon on September 12, 2024 in order to be included in the Committee of Adjustment agenda. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. Dated at the Municipality of Bayham this 9th day of September 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 Hamlet of Eden REPORT DEVELOPMENT SERVICES TO: Mayor & Council Members FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: September 19, 2024 REPORT: DS-71/24 FILE NO. C-07 / L03 SUBJECT: Declare Lands as Part of the Open Public Highway System Reference Plan No. 11R11216 – Part of Union Street, Vienna Draft By-law No. 2024-056 BACKGROUND: On June 20, 2024, Council considered Staff Report DS-50/24 re Janzen & PBR Excavating Ltd. Development Agreements and passed the following: Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT Report DS-50/24 regarding the Janzen and PBR Excavating Ltd. Development Agreements for the Union Street extension be received; AND THAT By-law No. 2024-041, being a by-law to authorize the execution of a Development Agreement between Johan and Sara Janzen and the Municipality of Bayham for Union Street road construction, be presented for enactment; AND THAT By-law No. 2024-042, being a by-law to authorize the execution of a Union Street Extension Construction Agreement between PBR Excavating Ltd. and the Municipality of Bayham, be presented for enactment. On August 22, 2024 the Municipality received the engineer’s stamped letter certifying that, in accordance with the Development Agreements (LF0842 and LF0843), Union Street was extended to the south to accommodate a future driveway for a severed lot with a sanitary private drain connection and water service included and end of street turnaround area. In light of the engineer’s stamped certification and the Manager of Public Works written confirmation of the sufficiency of the road construction, staff have authorized the release of a portion of the securities with a noted Maintenance Period start date of August 23, 2024 for a one (1) year period ending August 23, 2025. Staff Report DS-71/24 Declare Lands Public Highway Page 2 DISCUSSION: The Development Agreement LF0842 Janzen states: 4. (d) When the Manager of Public Works has provided written confirmation of the sufficiency of the road construction, Municipal staff shall recommend to Council that it pass a road opening By-Law for the purpose of adding the newly constructed portion over Part 1, Plan 11R-11216 to the Municipality of Bayham’s public highway system. Staff wish to present a draft By-law No. 2024-056 to declare the lands described as Part 1 Reference Plan No. 11R11216 as part of the open public highway system known as Union Street. STRATEGIC PLAN Not applicable. ATTACHMENTS 1. Draft By-law No. 2024-056 2. Reference Plan No. 11R11216 RECOMMENDATION THAT Report DS-71/24 regarding Declare Lands as Part of the Open Public Highway System – Union Street be received; AND THAT By-law No. 2024-056, being a by-law to authorize and to declare lands in the Municipality of Bayham as part of the open public highway system (Part 1 Reference Plan No. 11R11216 – Part of Union Street), be presented for enactment. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator/Deputy Clerk Chief Administrative Officer THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-056 A BY-LAW TO AUTHORIZE AND TO DECLARE LANDS IN THE MUNICIPALITY OF BAYHAM AS PART OF THE OPEN PUBLIC HIGHWAY SYSTEM (PART 1 OF REFERENCE PLAN NO. 11R-11216 – PART OF UNION STREET) WHEREAS Section 8 of the Municipal Act, 2001, S.O.2001,c.25, as amended, provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act. AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of declaring Part 1 on Plan 11R-11216 as an extension of Union Street as part of the open public highway system. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the land described as Part of Union Street Registered Plan 54 Village of Vienna, Municipality of Bayham, being Part 1 of Reference Plan No. 11R-11216, is hereby declared as part of the public and travelled road system of the Municipality of Bayham. 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 19TH DAY OF SEPTEMBER 2024. ___________________________ _____________________________ MAYOR CLERK LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Meeting Minutes of July 3, 2024 Approved September 4, 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 Chris Van Paassen Norfolk County Rainey Weisler Municipality of Bayham/Township of Malahide Peter Ypma Township of South-West Oxford Regrets: Stewart Patterson Haldimand County 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 Chair, Robert Chambers called the meeting to order at 6:30 p.m., Wednesday, July 3, 2024. 2. Additional Agenda Items Chris Van Paassen requested to add an item to the closed session. A-84/24 Moved by P. Ypma Seconded by R. Weisler THAT the LPRCA Board of Directors adds additional item to the closed meeting agenda regarding litigation or potential litigation, including matters before administrative tribunals affecting the Authority. Carried 3. Approval of the Agenda A-85/24 Moved by T. Masschaele Seconded by C. Van Paassen 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 - THAT the LPRCA Board of Directors approves the agenda as amended. Carried 4. Declaration of Conflicts of Interest None were declared. 5. Minutes of the Previous Meeting a) Board of Directors Meeting Minutes - June 5, 2024 There were no errors or omissions. A-86/24 Moved by J. Palmer Seconded by R. Weisler THAT the minutes of the LPRCA Board of Directors Meeting held June 5, 2024 be adopted as circulated. Carried b) Hearing Board Meeting – June 5, 2024 There were no errors or omissions. A-87/24 Moved by C. Van Paassen Seconded by M. Columbus THAT the minutes of the LPRCA Hearing Board Meeting held June 5, 2024 be adopted as circulated. Carried 6. Business Arising There was no business arising from the minutes. 7. Review of Committee Minutes There were no committee minutes presented. 8. Correspondence There was no correspondence to discuss. 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 - 9. Planning Department a) Section 28 Regulations Approved Permits (L. Mauthe) Through the General Manager’s delegating authority, 19 applications were approved in the past month. A summary of the applications was provided in the report. Peter Ypma asked why integrity digs for gas pipelines required a permit. Leigh-Anne Mauthe replied that the digs meet the definition of development within a regulated area. A-88/24 Moved by R. Weisler Seconded by J. Palmer THAT the LPRCA Board of Directors receives the Section 28 Regulations Approved Permits report dated July 3, 2024 as information. Carried 10. New Business a) General Manager’s Report (J. Maxwell) Judy Maxwell provided a report summarizing operations this past month. Michael Columbus asked a question with regards to the funding from Ontario Power Generation, Judy Maxwell responded that the funding may be used to support education and habitat ecosystem biodiversity enhancement. The funding is to be used over three years and leveraged for additional funding where it is possible. A-89/24 Moved by S. Bentley Seconded by D. Brunton That the LPRCA Board of Directors receives the General Manager’s Report for June 2024 as information. Carried b) 2024 Christmas Operating Schedule (A. LeDuc) The report was presented by Aaron LeDuc. There were no questions from the Board. A-90/24 Moved by P. Ypma Seconded by M. Columbus THAT the LPRCA Board of Directors closes operations from December 27th to December 31st, 2024 (except for emergency response); 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 - And, THAT staff working be granted one complimentary day off with pay; And, THAT staff are required to utilize two (2) vacation days during the period or take unpaid leave. Carried c) Proposed 2025 LPRCA Meeting Schedule (J. Maxwell) Aaron LeDuc reviewed the report. Jim Palmer commented that he had a conflict with the proposed 2025 budget meeting in November. The Chair suggested the meeting schedule be approved as is, minus the budget meeting, and asked staff to prepare a report for the next meeting. A-91/24 Moved by J. Palmer Seconded by T. Masschaele THAT the LPRCA Board of Directors approves the Proposed 2025 Meeting Schedules as amended; And, THAT staff be directed to survey members with other available dates for the 2025 budget meeting and present a follow-up report at the next meeting. Carried d) Five-Year Forest Management Operating Plan 2025-2029 (J. Maxwell) Judy Maxwell reviewed the report and the Chair asked if the plan could be modified if required, to which, Judy responded, yes. Peter Ypma asked if the 186-acre harvest planned for 2025/26 is consistent with previous years. Judy believed the numbers to be consistent with previous years. A-92/24 Moved by D. Beres Seconded by R. Weisler THAT the LPRCA Board of Directors approves the 5-Year Forest Management Operating Plan for the period covering 2025 to 2029. 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 - 5 - e) WECI Application Report (Saifur Rahman) Saifur Rahman provided a summary of projects submitted to the Water and Erosion Control Infrastructure program for funding. Michael Columbus inquired why the Hay Creek Dam was proceeding ahead of the Teeterville Dam. Judy responded that Teeterville is proceeding with a Dam Safety Review (DSR) and will follow the same process as the Vittoria Dam. As a follow-up, Michael asked if the Hay Creek Dam will be following the same process. Judy replied that the Hay Creek Dam is a different situation, and LPRCA is working in conjunction with Norfolk County to complete the repairs to the dam as the county completes road repairs. In response to Peter Ypma, Judy Maxwell stated that the purchasing process typically includes bringing an RFP and a recommendation for vendor selection to the Board. Due to a delay in releasing the application and a later submission deadline, notification of successful project selection is also later. Furthermore, the next scheduled Board meeting is in September and once the successful projects are announced, staff will need to proceed since one-year projects must be completed by March 15, 2025. A-93/24 Moved by P. Ypma Seconded by J. Palmer THAT the LPRCA Board of Directors receives the update on the 2024-25 & 2025-26 WECI Projects Application to MNR as information; And, THAT the LPRCA Board of Directors directs staff to implement the 2024-25 projects that receive WECI funding; And, THAT the Board of Directors approves the use of $65,000 of unrestricted reserves. And. THAT the General Manager has the purchasing authority to approve the vendors selected for the funded projects. Carried f) Watershed Conditions Update (Saifur Rahman) In addition to the submitted report, Saifer Rahman remarked that the final rainfall total for June was 98.2mm, which is above the June historical average of 78.1mm. There were no questions from the Board. 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-94/24 Moved by T. Masschaele Seconded by R. Weisler THAT LPRCA Board of Directors receives the Watershed Conditions Update Report as information. Carried 11. Closed Session A-95/24 Moved by J. Palmer Seconded by D. Brunton THAT the LPRCA Hearing Board does now enter into a closed session to discuss:  Litigation or potential litigation, including matters before administrative tribunals (e.g. Local Planning Appeal Tribunal), affecting the Authority. Carried The members entered the closed session at 7:01 p.m. and reconvened in open session at 7:21 p.m. Next meeting: September 4, 2024, Board of Directors, 6:30 p.m. Adjournment The Chair adjourned the meeting at 7:22 p.m. Robert Chambers Judy Maxwell Chair General Manager/Secretary-Treasurer /dm Municipality of Bayham Housing Market Update for August 2024 Year-to-date *Based on residential data from the Woodstock Ingersoll Tillsonburg & Area Association of REALTORS® MLS® System. All percentage changes are year-over-year comparisons. Sold Listings, down 3.7% Year-to-date home sales numbered 77 units at the end of August 2024, this is down 3.7% compared to same period in 2023. New Listings, up 53.1% Year-to-date there were 222 listings added by the end of August 2024, this is up 53.1% compared to the same period in 2023. Available inventory is down 9.5% **At the end of August 2024 there was 5.2 months of inventory, down from 6.3 months of inventory at the end of August 2023 **Available Inventory is the active listings at month end divided by monthly sales. Average Price is down 5.7% Year-to-date the average residential property in Municipality of Bayham sold for $625,062, down 5.7% compared to the same period in 2023. The trademark MLS®, Multiple Listing Service® and the associated logos are owned by the Canadian Real Estate Association (CREA) and identify the quality of service provided by real estate professionals who are members of CREA. The Woodstock Ingersoll Tillsonburg & Area Association of REALTORS® operates the Multiple Listing Service® in the region. REALTOR® is a trademark, which identifies real estate professionals who are members of the Canadian Real Estate Association and, as such, subscribe to a high standard of professional service and to a strict Code of Ethics. Woodstock Ingersoll Tillsonburg & Area Association of REALTORS® 6-65 Springbank Avenue, Woodstock, Ontario N4S 8V8 Phone: 519-539-3616 MUNICIPALITY OF BAYHAM REAL ESTATE MARKET REPORT FOR AUGUST 2024 The number of homes sold through the MLS® System of the Woodstock Ingersoll Tillsonburg & Area Association of REALTORS® in Municipality of Bayham totaled 13 units in August 2024. This is an increase of 44.4% when compared to August 2023. On a year-to-date basis, home sales totaled 77 units in 2024. This is a decrease of 3.7% when compared to the same period in 2023. In August 2024, the average price of homes sold was $574,092, an increase of 11.1% from August 2023. The more comprehensive year-to-date average price was $625,062, a decrease of 5.7% when compared to the same period in 2023. On a year-to-date basis the dollar volume of all sales totaled $48.1 million, down 9.3% compared to the same period in 2023. The number of new listings was comparable to August 2023. In August 2024 there were 20 new residential listings. There were 67 active residential listings on the market at the end of August, an increase of 17.5% compared to August 2023. Months of inventory numbered 5.2 months at the end of August 2024, down from 6.3 months to the end of August 2023. The number of months of inventory is the number of months it would take to sell current inventories at the current rate of sales activity. CONTACT: PRESIDENT GOV’T RELATIONS CHAIR EXEC. OFFICER ALISON PORTER FRED FREEMAN NICOLE BOWMAN Alison.porter@century21.ca ffreeman@oxford.net nicole@witaar.ca 519-854-0856 519-421-5714 519-532-4078 MARKET REPORT www.springwater.ca 2231 Nursery Road Minesing, Ontario L9X 1A8 Canada Phone: 705-728-4784 Office of the Mayor Fax: 705-728-6957 Honourable MP Doug Shipley Doug.Shipley@parl.gc.ca Sent via electronic mail Honourable MPP Doug Downey Doug.Downey@pc.ola.org September 5, 2024 Dear Honourable MP Doug Shipley and Honourable MPP Doug Downey At its Regular meeting on September 4, 2024, the Township of Springwater’s Council passed resolution C439-2024 endorsing the Growth and Economic Viability Ad Hoc Committee’s (GEVC) resolution below: Resolution Moved by: Coughlin Seconded by: Alexander That the Committee recommend to Council that a letter be drafted requesting that local Members of Provincial Parliament and Members of Parliament, be requested to provide regular communications to their represented municipalities specifically relating to the Standing Committee on Heritage, Infrastructure and Cultural Policy regarding the Study on Regional Governance, as well as other provincial and federal processes, consultations, etc., that may affect their municipality. Carried The GEVC’s resolution followed a discussion noting concerns that the Township was not notified of the public hearings held by the Standing Committee on Heritage, Infrastructure and Cultural Policy regarding the Study on Regional Governance. The County of Simcoe is included in the governance review, and these public hearings would have provided an opportunity for the Township to express its opinion on a matter that significantly impacts Springwater. Please have your offices confirm a commitment to regular communications, including advance notifications of public hearings, meetings, and processes involving Springwater and, more broadly, Simcoe County. I can be reached via email at jennifer.coughlin@springwater.ca or by phone at 705-728-4784. Regards, Jennifer Coughlin Mayor, Township of Springwater cc. All Ontario Municipalities and the Association of Municipalities of Ontario www.springwater.ca 2231 Nursery Road Minesing, Ontario L9X 1A8 Canada Phone: 705-728-4784 Ext. 2060 Clerk’s Department Fax: 705-728-6957 September 6, 2024 To: Renee Ainsworth, Director of Corporate Services/Clerk RE: Growth and Economic Viability Ad Hoc Committee Resolution At its Regular meeting on September 4, 2024, Council of the Township of Springwater passed the following resolution: C439-2024 Moved by: Moore Seconded by: Fisher That Council hereby supports the resolution of the Growth and Economic Viability Ad Hoc Committee regarding provincial and federal notification of municipally significant processes by the provincial and federal governments; and, That the letter be circulated to all Ontario municipalities and AMO. Carried. Please do not hesitate to contact me should you have any questions. Yours Truly, Sarah Elliott, Committee Coordinator/Administrative Assistant The County of Elgin and the Municipality of Central Elgin are currently seeking one committee member to join the 𝗝𝗹𝗮𝗹𝗿 𝗔𝗮𝗮𝗮𝗿𝗿𝗮𝗮𝗮𝗹𝗮𝗿𝗿 𝗔𝗮𝗿𝗮𝗿𝗹𝗿𝗿 𝗖𝗹𝗹𝗹𝗮𝗿𝗿𝗮𝗮 (𝗝𝗔𝗔𝗖). The JAAC’s mandate is to advise the County of Elgin and Municipality of Central Elgin on the implementation of accessibility standards and the removal of barriers. If you are interested in serving on the JAAC, or wish to learn more about the Committee, please access the following link: www.elgincounty.ca/accessibility 𝗔𝗹𝗹𝗹𝗮𝗮𝗮𝗿𝗮𝗹𝗹 𝗮𝗹𝗿𝗹𝗿 𝗮𝗮𝗹 𝗮𝗮 𝗿𝗿𝗮𝗹𝗮𝗿𝗿𝗮𝗮 𝗿𝗿𝗮𝗹𝗮 𝗮𝗹𝗿 𝗹𝗮 𝗿𝗮𝗮 𝗮𝗹𝗹𝗹𝗹𝗿𝗮𝗹𝗮 𝗹𝗮𝗿𝗮𝗹𝗮𝗿: 𝗠𝗮𝗮𝗹: Corporation of the County of Elgin c/o County CAO/Clerk 450 Sunset Drive, St. Thomas ON N5R 5V1 Phone: 519-631-1460 𝗘𝗮𝗿: (519) 633-7661 𝗘𝗹𝗮𝗮𝗹: adminteam@elgin.ca Applications are due by Monday, September 30th, at 4:30pm. September 6, 2024 Sent by email Thomas Thayer, CAO Municipality of Bayham 56169 Heritage Line PO Box 160 Straffordville ON ON N0J 1Y0 tthayer@bayham.on.ca Re: Notice to Member Municipalities – 30-Day Comment Period Mr. Thayer: At the Board meeting held on September 4, 2024, the Long Point Region Conservation Authority Board of Directors approved the attached draft documents for a 30-day comment period and circulation to the Member Municipalities. Ontario Regulation 686/21: Mandatory Programs and Services, made under the Conservation Authorities Act requires Conservation Authorities to prepare a Watershed-based Resource Management Strategy and a Conservation Land Strategy. The regulation requires that each of the strategies include a public consultation component and are to be submitted to the Ontario Ministry of Natural Resources (MNR) by December 31, 2024. Electronic copies of the strategies can be found at the links below: • Draft Watershed-based Resource Management Strategy • Draft Conservation Land Strategy A Public Information Session regarding the strategies will be held on Tuesday, October 1, 2024 from 6:30 p.m. - 8:00 p.m. at the LPRCA Administration Building, 4 Elm Street, Tillsonburg, ON, N4G 0C4. Additionally, an online survey can be found in the above links. We look forward to your feedback in the online survey by Monday, October 7, 2024. If your officials have any questions or need further information, please contact the undersigned by email at jmaxwell@lprca.on.ca or by phone at 519-842-4242 ext. 225. Sincerely, Judy Maxwell General Manager cc. Meagan Elliott, Clerk NOTICE CONCERNING THE PROPOSED SALE OF LAND BY THE MUNICIPALITY OF BAYHAM TAKE NOTICE that the Council of The Corporation of the Municipality of Bayham has declared as surplus to the Municipality and proposes to sell the following property: Land described as: PT OF SNOW ST PL 54, PT LT 14 LTS E OF SNOW ST, LTS 15 & 16 LTS E OF SNOW ST PL 54, BEING PTS 1 THROUGH 8 PL 11R11261; BAYHAM. ADDITIONAL INFORMATION relating to this proposed sale of land may be obtained by contacting the Bayham Municipal Office, 56169 Heritage Line, Straffordville, during office hours Monday to Friday, between the hours of 8:30 a.m. and 4:30 p.m. Comments regarding the proposed sale of land will be received by email at consultations@bayham.on.ca or in writing by placing comments in the “After Hours” drop box at the municipal office until 4:30 p.m. on Monday, October 7, 2024. DATED at the Municipality of Bayham this 13th day of September 2024 Thomas Thayer, CAO Municipality of Bayham P.O. Box 160, 56169 Heritage Line Straffordville, ON, N0J 1Y0 Telephone: 519-866-5521 Fax: 519-866-3884 consultations@bayham.on.ca Village of Vienna REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: September 19, 2024 REPORT: CL-09/24 SUBJECT: 2025 COUNCIL SCHEDULE BACKGROUND Every Q3, the Clerk presents to Council the proposed Council Meeting Schedule for the upcoming year. DISCUSSION The proposed 2025 Council Schedule is attached hereto. Establishing a meeting schedule is important for planning purposes, however this schedule is subject to change due to additions of public meetings, special council meetings or any other additions/deletions that may occur. The attached schedule proposes to remove the 1st regular meeting in January as was done in 2024. Additional budget meetings are expected to take place in the first quarter of 2025, which will be set at a later date. Meetings during the summer recess are set for July 17 and August 21, 2024. 2025 Conferences are as follows: • AMO Annual General Meeting and Annual Conference is scheduled to be held in Ottawa August 17 to 20, 2025. • Good Roads (formally OGRA) Conference will be held March 30 to April 2, 2025. The location is to be determined. • ROMA Annual Conference is scheduled to be held at the Sheraton Centre Hotel in Toronto from January 19 to January 21, 2025. • FCM Annual Conference and Trade Show will be held in Ottawa from May 29 to June 1, 2025. STRATEGIC PLAN Not applicable. ATTACHMENTS 1. 2025 Council Schedule. RECOMMENDATION THAT Report CL-09/24 re 2025 Council Schedule be received for information; AND THAT Council approves the 2025 Council Schedule. Respectively Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer 2025 Council Schedule Date Meeting Time Public Agenda Items Due January 16 Council 7:00 p.m. January 7 February 6 Council 7:00 p.m. January 28 February 20 Council 7:00 p.m. February 11 March 6 Council 7:00 p.m. February 25 March 20 Council 7:00 p.m. March 11 April 3 Council 7:00 p.m. March 25 April 17 Council 7:00 p.m. April 8 May 1 Council 7:00 p.m. April 22 May 15 Council 7:00 p.m. May 6 June 5 Council 7:00 p.m. May 27 June 19 Council 7:00 p.m. June 10 July 17 Council 7:00 p.m. July 8 August 21 Council 7:00 p.m. August 12 September 4 Council 7:00 p.m. August 26 September 18 Council 7:00 p.m. September 9 October 2 Council 7:00 p.m. September 23 October 16 Council 7:00 p.m. October 7 November 6 Council 7:00 p.m. October 28 November 20 Council 7:00 p.m. November 11 December 4 Council 7:00 p.m. November 25 December 18 Council 7:00 p.m. December 9 NOTE: Public Agenda Items and Delegations, pursuant to the Procedural By-law are due to staff in the specified format by Tuesday at 9:00 AM the week preceding the meeting. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: September 19, 2024 REPORT: CAO-38/24 SUBJECT: CONSIDERATION OF ADDITIONAL LANDS FOR RESIDENTIAL DEVELOPMENT PURPOSES BACKGROUND In March 12, 2015, the Municipality of Bayham was required to formally take on $6 million dollars in debt to service the necessary debt payments required of the Elgin Military Museum when Council, by way of By-law No. 2012-089, guaranteed their borrowing for the HMCS Ojibwa. The Council of the Corporation of the Municipality of Bayham passed By-law No. 2015- 027, being a by-law to authorize the external borrowing upon debentures in the amount of six million dollars ($6,000,000) from the Toronto Dominion Bank for the purposes of the Municipality of Bayham. By-law No. 2015-027 authorized debt financing in the amount of six million dollars ($6,000,000) from the Toronto-Dominion Bank for a ten (10) year term loan, twenty-five year (25) amortization period, in the amount of six million dollars ($6,000,000.00), at a rate of interest of 2.71 percent per annum. The Municipality of Bayham pays $330,671.40 annually until March 2025. The principal due at that time will be $4,073,431.491, unless direction is provided by Council to refinance all of or a portion of the remaining principal. Since this time, Council has made a concerted effort to decrease the size of its facilities portfolio to minimize cost where possible. The following Municipal properties have been surplused and sold off in the intervening nine years:  Port Burwell Public Works Yard  Eden Community Centre  Former Municipal Office  Vienna Community Centre Surplus and sale of these properties has decreased Bayham’s capital envelope, and associated 1 See Report CAO-19/19 for comprehensive information on the Municipality’s obligations towards the HMCS Ojibwa. capital and operating costs, which has allowed the Municipality’s to establish and contribute to the Guarantorship Loan Transfer Reserve in earnest, while generally limiting the levy impact to residents. The Guarantorship Loan Transfer Reserve was established in 2019 and at this time, contains $2.4 million2. The 2024-2033 Capital Budget included a $1.1 million levy contribution, to bring potential the nominal reserve balance to $3.5 million in early 20253. Staff expect to carry this value forward in full into the draft 2025-2034 Capital Budget. At its September 5, 2024 meeting, Deputy Mayor Weisler presented a motion to request staff to report back on Council on potential additional municipally-owned lands in Bayham that could be considered for surplus and residential development. The motion came on the strength of recent Council direction to surplus eight (8) Parts, comprising four (4) potential building lots, on Ann Street in Vienna for purpose of sale as residential lots in service of retiring the remaining debt associated with the HMCS Ojibwa. Council passed the Deputy Mayor’s motion as follows: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott WHEREAS the Municipality has been servicing debt associated with the HMCS Ojibwa since March 2015; AND WHEREAS the existing ten-year term of the debt expires in March 2025; AND WHEREAS Council has made a concerted effort over the last nine years to find efficiencies in the size of the Municipality’s non-core portfolio and contribute to the Guarantorship Loan Transfer Reserve to extinguish the remaining debt in March 2025; AND WHEREAS Council has continued this approach by deeming lands fronting onto Ann Street in Vienna surplus for residential development; AND WHEREAS the net proceeds of sale of the Ann Street Lands may be allocated in whole or in part to extinguishing the remaining HMCS Ojibwa debt; AND WHEREAS additional consideration of optimizing the Municipality’s balance of non- core lands versus developable lands may result in additional net proceeds and/or additional residential development to support future capital and operating needs; THEREFORE BE IT RESOLVED THAT staff be directed to review and present additional options to Council regarding the potential surplus of Municipally-owned lands for residential development purposes. DISCUSSION In accordance with Council’s direction on the matter, this Report presents to Council three (3) additional options for Municipally-owned non-core land surplus in Bayham. It is worth noting that 2 Does not include interest accrued. 3 Dependent on the $1.1 million Guarantorship Loan Reserve transfer being approved-in-principle as a component of the upcoming 2025-2034 Capital Budget and 10-Year Capital Budget. due to the approach taken between 2015 and 2022 to decrease the Municipality’s asset portfolio, very few options remain for lands to potentially surplus for any purpose. The options included in this Report are provided for Council’s discussion and consideration. Council may ultimately choose to provide no further direction regarding surplus for residential development purposes. Official Plan and Zoning By-law mapping excerpts for all three options are attached to this Report. Option 1 – Port Burwell Ball Diamond The Port Burwell Ball Diamond is located in the northwest corner of Port Burwell and serves the village and its environs. The parcel is an irregular shape of approximately 1.48 hectares in total area. Currently, the parcel contains:  The ball diamond, inclusive of lighting and fencing;  A small pavilion with washrooms  A playground  Addison Street (gravel portion, which links with Nova Scotia Line) Justification Port Burwell is fully-serviced by water and sanitary servicing. It is a Tier 1 settlement area as defined in Elgin County’s Official Plan and Bayham’s Official Plan by virtue of possessing full services, which means that development should primarily focus in this area of Bayham. Servicing Servicing is a key driver in this justification. The water and sanitary systems have recently completed their financial planning review with staff, and a new five-year financial plan for the Bayham water system and sanitary system have been adopted by Council. The water system in particular is of interest, as the system is aging and requires capital improvements. The system’s transmission main by way of the Port Burwell Secondary System is also in need of substantial and costly rehabilitation. To offset some of the impending cost to current system users, Council should strongly consider viable methods to bring more users onto the water system, where possible. Bayham’s Official Plan states: “4.2.1.2 The Municipality will place the highest priority on the location of new urban development in areas of the Municipality where full municipal services are readily available.” From a Municipal drainage perspective and strictly as an information piece, the Fire Hall No. 1 drain is present on the lands and runs from the south to the north along the west lotline of the block. Planning Bayham is currently undergoing its five-year Official Plan Conformity Review (OPCR), led by Arcadis. On August 29, 2024, Arcadis presented to Council, for information purposes only, some possible changes that could be made to various settlement boundaries in Bayham. Port Burwell was a focus, and much of the discussion hinged on ways to encourage growth in this area of Bayham to provide more users to the water and sanitary systems. Bayham’s Official Plan and Zoning By-law designate/zone the Port Burwell Ball Diamond parcel as follows: Official Plan: Residential Zoning By-law: Open Space (OS2) In this regard, there is some inconsistency between the Official Plan and the Zoning By-law. The Official Plan designates the land as Residential, which encourages “development to consolidate with the existing settlement areas listed in subsection 4.1 of the Plan by filling in the vacant areas and locating new residential development adjacent to existing built-up areas in a compact and contiguous fashion.4” 4 Bayham Official Plan Section 4.2.2.1. The Zoning By-law is inconsistent with the intent of the Official Plan. An Open Space (OS2) does not permit residential development. The permitted uses are generally passive and active recreational uses as outlined in Section 25 of the Zoning By-law. Given the inconsistency between the two documents and the intent of the Official Plan to be the Municipality’s highest guiding document for planning purposes in Bayham, staff suggest that a municipality-led housekeeping rezoning on the lands from OS2 to a form of Village Residential (R1 or R2) may be justified on the basis that the Official Plan as designated this land for development. Redevelopment of the Port Burwell Ball Diamond is consistent with section 4.2.2.1 of the Official Plan by expanding the residential area on the west side of Port Burwell in a contiguous fashion. Impacts to Municipal Finances The Port Burwell Ball Diamond is a rented facility under the facility manager authority of the Straffordville Hall Foundation. Over a three-year period (2022-2024), as of September 10, 2024, the Port Burwell Ball Diamond had generated $789.40 in rental revenue for Bayham. It is likely the Ball Diamond is being used on a first-come, first-served basis outside of rental authority, but the Municipality does not track statistics regarding this form of usage. The current Capital Budget (2024-2033) contains Capital Item No. PR-05 – Port Burwell Ball Diamond. The Item is a 2026 combination-funded item, drawing $65,000 from the Tax Levy and $135,000 from Reserves for a total project value of $200,000 (asset useful life is 20 years – estimated), or $10,000 annualized per year for capital, which does not include maintenance needs. The project is to replace the backstop and upgrade the lighting. Any additional costs over the $200,000 budgeted amount would be applied to the tax levy. Another consideration is existing recreational infrastructure. The existing pavilion/washrooms and playground equipment are still in good working condition and could potentially be deconstructed and re-erected at another location in the village or municipality. This would come at a cost, and in the case of the pavilion/washroom, would require a new concrete pad be poured and infrastructure lines run to the new location, if necessary, to support re-siting of the structure. Relocating the playground, however, may address concerns from residents regarding the removal of the playground from the East Beach in the 2025-2034 Capital Budget, as the playground could potentially be relocated to a venue closer to the East Beach, such as the Memorial Park. Based on the above, the rental revenues received per year do little to offset any upcoming annualized capital and maintenance needs the Ball Diamond will require from 2026 onward. Financially, repurposing the Ball Diamond to residential is an option to address may aspects of Bayham’s budget and planning documents. Development would be focused in fully-serviced areas, which is consistent with the Official Plan and would increase usership on both the Bayham water system and sanitary system. And while operating rental revenues would decrease, there is a greater reduction in annualized capital and operating costs to support the Ball Diamond in an ongoing manner. It is too early to speculate on the overall net proceeds received by Bayham should the lands be surplused and sold for development purposes. However, for comparable purposes, the MacNeil Court block is approximately 1.04 ha in size, and contains 14 lots. It is reasonable to suggest that at least 14 lots could fit within the Port Burwell Ball Diamond lands if sized similarly. Option 2 – Corinth Community Park Lands The Corinth Community Park is located in the northeast corner of the hamlet of Corinth – a Tier 3 Bayham settlement – and serves the hamlet and its environs. The parcel is a triangular shape of approximately 2.25 hectares in total area, containing:  A ball diamond, unlined, inclusive of fencing/backstop  A soccer pitch, which partly uses the outfield of the ball diamond  A small pavilion  A playground  A basketball court Justification At 2.25 hectares in size, the Corinth Community Park is a large park in Bayham, servicing a relatively small community in Ward 3. Most of the improvements in the park are to the west side. The main amenity on the east side of the Park is a 20’ by 30’ pavilion, which is a first-come, first-served pavilion in Bayham, not subject to rental fees, and which may have the ability to be relocated further west on the site to free up lands for potential surplus. The potential surplus of three or four lots in this area aligns with general policies and practices around small-scale residential development in areas with no services (i.e. less than five (5) lots). Servicing By virtue of being a Tier 3 settlement area, Corinth possesses no municipal services (water and sanitary). All development is private. If surplus of a portion is sought, there would be no front- end servicing costs before lots could be marketed, leading to greater net proceeds. Planning Bayham’s Official Plan and Zoning By-law define the Port Burwell Ball Diamond parcel as follows: Official Plan: Hamlets Zoning By-law: Open Space (OS2) The intent of the Hamlet designation is primarily for residential use (Bayham OP Section 4.4.2.1), however, there is an open space component, whereby the Municipality shall ensure an allocation of open space for the residents of the hamlet in question (Bayham OP Section 4.4.4.5). This limits the degree to which Council may choose to reduce the size of the park space in Corinth even if the intent is residential use. However, the size of the Park suggests that it is oversized for the population in the vicinity, which may be justification to better allocate a portion of the lands to a higher use. To provide for residential development potential, and Municipality-led Official Plan and Zoning By-law Amendment would apply to re-designate/zone the lands. The zone would be Hamlet Residential (HR), with requirements for a minimum frontage of 20.0 metres, and a minimum lot size of 1,390 m2 (no services). The frontage of the park is approximately 290 metres, with about 90 metres from the east lot line to the ball diamond. There is the possibility of up to four (4) lots off of the east side of the park, with significant depth back to the abutting railway corridor to ensure the minimum lot size is met. The pavilion on the lands could be relocated further west in the park space on a new pad. A complicating factor is a rectangular-shaped low/wet spot on the lands adjacent to the east boundary. The Elgin County Official Plan identifies some of this natural area as Natural Heritage, which may preclude any intensification of use. Further investigation on this feature will have to be performed to determine its nature and County concerns before proceeding. Should it not be viable to proceed, any potential residential intensification would be greatly limited. Impacts to Municipal Finances Impacts to municipal finances are thought to be minimal. The pavilion and ball diamond generate no revenue to Bayham, and the lack of available services means little to no front-end costs to surplus and sell lands in this area. If the pavilion is to be relocated further west, however, there would be a cost to dismantle and reconstruct the pavilion on a new pad, including a laneway and culvert over the drainage ditch present in the area. Option 3 – Richmond Park Lands The Richmond Community Park is located on the eastern side of the hamlet of Richmond – a Tier 2 Bayham settlement – and serves the hamlet and its environs. The parcel is an irregular shape of approximately 0.42 hectares in total area, containing:  A ball diamond, unlined (unfenced with backstop)  A playground  A basketball court Justification Richmond is a Tier 2 settlement area, which places potential development there as a better option than Corinth, but a worse option than Port Burwell. The existing ball diamond is a first- come, first-served ball diamond in Bayham, not subject to rental fees. A proposed lot of the park would not impact the playground and basketball court on the site. This area of Richmond is a built-up area, where the primary use is residential, so further residential development is in keeping with the hamlet’s general built form. Servicing By virtue of being a Tier 2 settlement area, Corinth possesses no municipal sanitary services, however, it is on the Richmond water system. Sanitary would be a private system. If surplus of a portion is sought, there would be less front-end servicing costs than Port Burwell, but more than Corinth. Planning Bayham’s Official Plan and Zoning By-law define the Port Burwell Ball Diamond parcel as follows: Official Plan: Hamlets Zoning By-law: Open Space (OS2) The Richmond Park Lands are the same designation and zoning as the Corinth Community Park Lands. The same general analysis applies, where even though residential is the primary use to be encouraged in Hamlet areas, the Municipality will seek to provide adequate open space to each of the hamlet, where possible to do so. In comparison of the two, Richmond is a larger hamlet than Corinth, with less open space available for public use (0.42 hectares versus 2.25 hectares). Any surplus of any part of the Richmond Community Park for residential development purposes should be considered as a final option rather than a first option so as to not leave the hamlet with insufficient park space. To provide for residential development potential, and Municipality-led Official Plan and Zoning By-law Amendment would apply to re-designate/zone the lands. The zone would be Hamlet Residential (HR), with requirements for a minimum frontage of 20.0 metres, and a minimum lot size of 1,100 m2. The frontage of the park is approximately 70 metres. To ensure enough frontage remains for access off of Church Street, the proposed lot would be on the west side of the frontage, and would have a size of 20 by 70 metres. This would formally remove the ball diamond from the park due to the dimensions of the lot. However, the entrance off of Richmond Street would remain. Impacts to Municipal Finances Impacts to municipal finances are thought to be minimal. The ball diamond generates no revenue to Bayham, and the lack of available sanitary services means less front-end cost to surplus and sell lands in this area, however, a water service would need to be installed. Some minor fencing costs would also have to be incurred to shift the park entrance further east along Church Street. Summary As far as non-core lands are concerned, the Port Burwell Ball Diamond would be the top priority for repurposing as residential lands. The Official Plan clearly designates the lands for residential purposes, and the size and orientation may permit at least 14 lots of new development. Any new development in this area would be fully serviced by water and sanitary servicing, adding users to both systems, which increases operational revenues to fund capital and operating needs within the five-year financial plans for both applicable systems. This is further consistent with the reality and intent of being a Tier 1 settlement area in Bayham, and the Official Plan’s requirement for contiguous development. The upcoming capital needs for the Ball Diamond, when annualized, far outstrip the rental revenues currently received. Operating costs for maintenance are over and above the upcoming capital costs. In addition, because the smaller hamlet (Corinth) has an open space allocation 5+ times the amount of Richmond, it follows that if Council is desirous of requesting additional information to consider regarding a potential surplus of park lands, a portion of the Corinth Community Park would be the recommendation before the Richmond Community Park. However, confirmation about the natural heritage features on the eastern lot line would have to be further investigated to determine the degree of impediment it might have on re-designating/zoning lands for residential purposes. Another benefit is reserve health. Bayham has been strategically allocating and depleting its reserves over the last few years to address key issues such as liability, facilities, roads, parks, and the Ojibwa. Additional surplus and sale of under-utilized non-core lands could provide additional one-time revenues to replenish key reserves at a time when the Ojibwa’s debt is being retired or greatly reduced, and staff and Council will begin the process of looking towards 2026 and what a normalized Capital and Operating Budget contains after March 2025. The benefit of larger reserves is greater municipal funds available for infrastructure grants, should they become available, and/or legislation/regulation updates requiring Municipal action. This approach would partly offset the requirement for heavy debt usage. The above being noted, staff are aware of the benefits of non-core open space and the non- financial benefits provided to residents and users through exercise and health improvements, as well as some community concern about repurposing of existing open space for other functions, such as residential development. Council may ultimately choose to receive this Report for information purposes and not provide direction for staff to bring back additional financial details on what benefits may accompany residential development for any of the three proposed options. Staff refrain from providing a recommendation for specific direction outside of receipt for information. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable. ATTACHMENTS 1. Official Plan and Zoning – Map Excerpts – Port Burwell Ball Diamond 2. Official Plan and Zoning – Map Excerpts – Corinth Community Park 3. Official Plan and Zoning – Map Excerpts – Richmond Community Park RECOMMENDATION 1. THAT Report CAO-38/24 re Consideration of Additional Lands for Residential Development Purposes be received for information; 2. AND THAT Council provide any further direction to staff regarding additional municipally-owned lands for residential development purposes. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer Port Burwell Ball Diamond Official Plan – Residential Zoning By-law – Open Space (OS2) Corinth Park Official Plan – Hamlets Zoning By-law – Open Space (OS2) Richmond Community Park Official Plan – Hamlets Zoning By-law – Open Space (OS2) REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: September 19, 2024 REPORT: CAO-39/24 SUBJECT: EXTENSION OF SITE PLAN AGREEMENT – MAX UNDERHILL’S FARM SUPPLY LIMITED – 56532 CALTON LINE, VIENNA (APPLICATION NO. SPA- 04/23) BACKGROUND At its June 2, 2022 meeting, Council received Report DS-34/22 re Bill 109, the More Homes for Everyone Act, 2022. Report DS-34/22 presented Council with amendments to the Municipality’s existing site plan control by-law – By-law No. 2016-047 – and recommended that, to ensure compliance with Bill 109, More Homes for Everyone Act, 2022, the Chief Administrative Officer (CAO) be appointed to be the Site Plan Control approval authority for the Municipality. Council passed the following motion: Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report DS-34/22 regarding Bill 109, the More Homes for Everyone Act, 2022, be received for information; AND THAT in consideration of the IBI Group Memorandum, dated May 26, 2022, Council directs staff to proceed with Option 3; AND THAT an Appointment By-law be brought forward to appoint the Municipality of Bayham’s Chief Administrative Officer (CAO) as the approval authority for Site Plan Control applications. Council subsequently adopted By-law No. 2022-046, Site Plan Control By-law, on June 16, 2022. The CAO is delegated authority is assigned under Section 6(1) of By-law No. 2022-046. On September 21, 2023, Council received Report CAO-49/23 re Amendment to Site Plan Agreement – Max Underhill’s Farm Supply Limited – 56532 Calton Line, Vienna (Applucation No. SPA-04/23) for information purposes only. The Report identified that, under delegated authority, the CAO entered into a Site Plan Agreement with Max Underhill’s Farm Supply Ltd. for expansion of an existing industrial business. Under Section 27 of the Agreement, the development was to be completed in full by September 14, 2024. DISCUSSION In September 2024, the Municipality received a request from Max Underhill’s Farm Supply Limited to further amend the Agreement by extending the date noted in Section 27 until March 14, 2025 to ensure proper installation of the dry hydrant on site. Staff has drafted and executed an amending Agreement with Max Underhill’s Farm Supply Limited to ratify the extension. The extension is for a period of 6 months to permit completion of the works identified in the amending Agreement. A copy of the additional amending Agreement is attached. The Agreement was formalized on September 13, 2024 As the CAO is the delegated authority for Site Plan Control approval, this information is provided for informational purposes only. STRATEGIC PLAN Not applicable. ATTACHMENT 1. Amending Agreement between The Corporation of the Municipality of Bayham and Max Underhill’s Farm Supply Ltd., 56532 Calton Line, Vienna RECOMMENDATION 1. THAT Report CAO-39/24 re Extension of Site Plan Agreement – Max Underhill’s Farm Supply Ltd. – 56532 Calton Line, Vienna (Application No. SPA-04/23) be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-056 A BY-LAW TO AUTHORIZE AND TO DECLARE LANDS IN THE MUNICIPALITY OF BAYHAM AS PART OF THE OPEN PUBLIC HIGHWAY SYSTEM (PART 1 OF REFERENCE PLAN NO. 11R-11216 – PART OF UNION STREET) WHEREAS Section 8 of the Municipal Act, 2001, S.O.2001,c.25, as amended, provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act. AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of declaring Part 1 on Plan 11R-11216 as an extension of Union Street as part of the open public highway system. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the land described as Part of Union Street Registered Plan 54 Village of Vienna, Municipality of Bayham, being Part 1 of Reference Plan No. 11R-11216, is hereby declared as part of the public and travelled road system of the Municipality of Bayham. 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 19TH DAY OF SEPTEMBER 2024. ___________________________ _____________________________ MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-057 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD SEPTEMBER 19, 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 Special Council meeting held September 19, 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 19th DAY OF SEPTEMBER, 2024. ____________________________ _____________________________ MAYOR CLERK