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HomeMy WebLinkAboutDecember 19, 2024 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, December 19, 2024 7:00 p.m. 7:30 p.m. Statutory Planning Meeting — 4 Applications The December 19, 2024 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR DEPUTY MAYOR COUNCILLORS STAFF PRESENT: CAO CLERK PLANNING COORDINATOR / DEPUTY CLERK BY-LAW ENFORCEMENT OFFICER MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:01 pm. ED KETCHABAW RAINEY WEISLER TIMOTHY EMERSON DAN FROESE "via Zoom SUSAN CHILCOTT THOMAS THAYER MEAGAN ELLIOTT MARGARET UNDERHILL MARK RUSSELL STEVE ADAMS 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Councillor Emerson noted a pecuniary interest for item 12.1.1 B. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA One (1) item for Closed Session: Confidential Item re Labour relations, employee negotiations; 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 (COPE). 4. ANNOUNCEMENTS CAO Thayer reiterated the Municipal Office closures over the holidays. Thayer also reminded residents that our garbage tags do expire each year and to come pick up your 2025 tags. Councillor Chilcott wished everyone a safe and happy Christmas and New Year. S. PRESENTATIONS This item was considered after the Statutory Planning Meeting. A. John Cherewko & Mia Brown re HONK Presentation & Demo Council Minutes December 19, 2024 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the presentation by John Cherewko & Mia Brown re HONK Presentation & Demo be received for information. CARRIED The Council Meeting recessed at 8:41 pm and resumed at 8:49 pm. 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Special Meeting of Council held December 12, 2024 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the minutes from the Special Meeting of Council held December 12, 2024 be approved as presented. CARRIED 8. MOTIONS AND NOTICE OF MOTION A. Councillor Chilcott re Donation to School Food Programs Moved by: Councillor Chilcott Seconded by: Councillor Emerson WHEREAS the cost of living continues to rise causing many families to not be able to afford basic necessities like groceries; AND WHEREAS school food programs are in place to help provide children with food while at school; AND WHEREAS the Straffordville Public School and Port Burwell Public School have a food program in place; AND WHEREAS the Municipality of Bayham is desirous of providing support to these school food programs; THEREFORE BE IT RESOLVED THAT the remaining funds in the Municipal Assistance line of $1000 be donated equally to the Straffordville Public School and Port Burwell Public School food programs before the end of 2024. CARRIED Council Minutes December 19, 2024 B. Councillor Froese re Non Union Work From Home Policy Moved by: Councillor Froese Seconded by: Councillor Chilcott WHEREAS the COVID-19 pandemic resulted in a number of municipal staff across Ontario to work from home; AND WHEREAS the ability to work from home was applicable for some Bayham Staff to continue to provide service during the pandemic; AND WHEREAS Council for the Municipality of Bayham adopted a Non Union Work From Home Policy on August 19, 2021 to formalize this ability to work from home; AND WHEREAS the pandemic is now ended and all staff are back working in the office; THEREFORE BE IT RESOLVED THAT the Non Union Work From Home Policy be repealed. CARRIED 9. OPEN FORUM 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council 11. PHYSICAL SERVICES —EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report PS-16/24 by Steve Adams, Manager of Public Works/Drainage Superintendent re Tender Award — RFT 04-24 Portable Washroom Supply, Placement and Cleaning for 2025-2028 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report PS-16/24 re Tender Award — RIFT 04-24 — Portable Washroom Supply, Placement, and Cleaning for 2025-2028; AND THAT 2025-2028 Portable Washroom be awarded to Environmental E360 Solutions Ltd. in accordance with their tender submission; Council Minutes December 19, 2024 AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to bring forward a by-law to enter into an agreement with Environmental E360 Solutions Ltd. for the provision of 2025-2028 Portable Washroom Supply, Placement, and Cleaning. CARRIED The Council Meeting recessed at 7:30 pm to host a Statutory Planning Meeting and resumed at 8:05 pm and considered item 5. A. 12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed ZBA-26/24 Weber B. Notice of Public Meeting re Proposed ZBA-27/24 & OPA-04/24 1498855 Ontario Inc. (Emerson) C. Notice of Public Meeting re Proposed ZBA-28/24 Abell D. Notice of Public Meeting re Proposed ZBA-29/24 Gloin & Grube E. Notice of Public Meeting re Proposed Minor Variance A-23/24 Augustine Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT items 12.1.1 A — E be received for information. WITUNTIVI 12.1.2 Requiring Action 12.2 Reports to Council A. Report DR-14/24 by Steve Adams, Manager of Public Works/Drainage Superintendent re Tender Award — North Street Municipal Drain Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DR-14/24 regarding the North St. Drain Award Contract be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham accept the tender for the North Street Drain, as submitted by Froese Excavating Ltd., in the amount of $132,944.50 + HST, with work to commence on or before January 31, 2025 and be completed on or before February 28, 2025; Council Minutes December 19, 2024 AND THAT a by-law to authorize the execution of contract documents with Froese Excavating Ltd. be presented to Council for enactment CARRIED B. Report DS-88/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E2-25 1830567 Ontario Inc. 55942 Maple Grove Line Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report DS-88/24 regarding the Consent Application E2-25 1830567 Ontario Inc. be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E2-25 be granted subject to the following conditions and considerations: 1. That the Owner obtains approval of a Zoning By-law Amendment for the proposed Severed Lot from a `Agricultural (Al)' Zone to a `Site -Specific Rural Residential (RR- XX)' Zone to permit a Minimum Lot Frontage of 13.4 metres; 2, That the Owner obtains approval of a Zoning By-law Amendment for the proposed Retained Lot from an `Agricultural (Al)' Zone to a `Site -Specific Special Agricultural (A2-XX)' Zone to prohibit new dwellings and to recognize the deficient Minimum Lot Area of 9.3 hectares; 3. That the Owner removes the portion of the existing greenhouse on the proposed Retained Lot encroaching on the proposed Severed Lot, in accordance with the provisions of the Zoning By-law; 4. That the Owner provides a Planning Report Fee payable to the Municipality of Bayham upon the granting of the consent by the Elgin County Land Division Committee. 5. That the Owner provides a digital copy of a survey of the subject lands. 6_ That the Owner apply to and pay all fees to the Municipality with respect to Civic Addressing/signage for the retained lot, where necessary. C. Report DS-89/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E3-25 Harms 20 Elm Street Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report DS-89/24 regarding the Consent Application E2-25 Harms be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E2-25 be granted subject to the following conditions and considerations: 1. That the Owner removes the concrete pad on the proposed Severed Lot; 2, That the Owner obtains a permit from the Municipality of Bayham for the installation of a new municipal water and sanitary service connection to the proposed Severed Lot; 5 Council Minutes December 19, 2024 8. That the Owner provides confirmation with respect to the location of the existing municipal water and sanitary service connections to the Retained Lot. Should the existing municipal servicing laterals cross the proposed property lines or do not have sufficient clearance, the owner shall obtain a permit from the Municipality of Bayham for the installation of a new municipal water and sanitary service connection to the Retained Lot; 4. That the Owner obtains approval from the Municipality of Bayham for road entrance permit (Elm Street) for a new access to the proposed Severed Lot; 5. That the Owner provides an engineered grading, drainage and storm water management plan for each parcel to demonstrate that the lands will drain properly with no negative impacts on the neighbouring lands or the street and showing a proposed building envelope, all to the satisfaction of the Municipality of Bayham; 6. That the Owner pay fees as required in Municipal By-law No. 2020 — 053 Cash -in -lieu of Parkland; 7. That the Owner provides a digital copy of a survey of the subject lands; 8. That the Owner applies and pay's all fees to the Municipality with respect to Civic Addressing/signage for the Severed Lot 9. That the Owner provides a Planning Report Fee payable to the Municipality of Bayham upon the granting of the consent by the Elgin County Land Division Committee. o D. Report DS-90/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E5-25 Hiebert 9215 and 9217 Alward Street Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Report DS-90/24 regarding the Consent Application E5-25 Hiebert be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E5-25 be granted subject to the following conditions and considerations: 1. That the Owner obtains approval of a Minor Variance Application for the proposed Severed Lot to permit a Minimum Lot Area of 680.0 mz; . That the Owner obtains a permit from the Municipality of Bayham for the installation of municipal sanitary service connections to each of the proposed lots. Should the existing municipal sanitary lateral cross the proposed property lines or does not have sufficient clearance, the Owner shall obtain a permit from the Municipality of Bayham for the installation of a new municipal sanitary service connection; 3. That the Owner obtains approval from the Municipality of Bayham for the installation of a private well on each of the proposed lots, providing the Municipality with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety; 4_ That the Owner initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule in accordance with the Drainage Act, RSO 1990, as amended, with a deposit to be paid in full to the Municipality prior to the condition being deemed fulfilled. If the deposit does not cover the costs of the revised assessment schedule, the Owner will be billed for any additional costs incurred; 6 Council Minutes December 19, 2024 5. That the Owner pay fees as required in Municipal By-law No. 2020 — 053 Cash -in -lieu of Parkland; 6. That the Owner provides a digital copy of a survey of the subject lands 7. That the Owner provides a Planning Report Fee payable to the Municipality of Bayham upon the granting of the consent by the Elgin County Land Division Committee. CARRIED E. Report DS-91/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Residential Maximum Building Height Regulations Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report DS-91/24 regarding Residential Maximum Building Height Regulations be received for information; AND THAT staff be directed to report back to Council with options of how to increase the maximum building height in residential zones while maintaining emergency services. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Town of Bradford West Gwillimbury re Ontario Deposit Return Program B. Municipality of St. Charles re Ontario Deposit Return Program C. Emergency Management Ontario re Ontario's Public Education Strategy for Emergency Management D. Ministry of Municipal Affairs and Housing re Proposed Municipal Accountability Act, 2024 E. Joint Board of Management re September 4, 2024 Meeting Minutes Moved by: Councillor Emerson Seconded by: Councillor Froese THAT items 13.1.1 A — E be received for information; AND THAT Council for the Municipality of Bayham supports items A & B. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council A. Report CL-12/24 by Meagan Elliott, Clerk re Social Media Policy Council Minutes December 19, 2024 Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report CL-12/24 re Social Media Policy be received for information; AND THAT the Draft Social Media Policy be presented for enactment at the January 16, 2025 Regular Meeting of Council; AND THAT, upon Policy enactment, staff be directed to proceed with a corporate social media presence in accordance with Municipal Policy. CARRIED B. Report CL-13/24 by Meagan Elliott, Clerk re Facility Rental Policy Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report CL-13/24 re Facility Rental Policy be received for information; AND THAT Council approves the Facility Rental Policy as presented; AND THAT the appropriate by-law be brought forward to adopt the Policy. WARTOWD C. Report CAO-57/24 by Thomas Thayer, CAO re Disposition of Parts 1 and 2 — Plan 11 R- 10901 John Street Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-57/24 re Disposition of Parts 1 and 2 — Plan 11 R-10901 — John Street, Vienna be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham authorizes the sale of Parts 1 and 2 on Plan 11 R-10901, being part of John Street, Vienna, as follows: Part 1 on Plan 11 R-10901 to Countryside Communities Inc. for $15,000 plus applicable costs, and, Part 2 on Plan 11 R-10901 to Richard and Carol Holley for $15,000 plus applicable costs; AND THAT the appropriate conveyance by-law be brought forward for Council's consideration. CARRIED 8 Council Minutes 14. BY-LAWS December 19, 2024 A. By-law No. 2024-074 Being a by-law to provide for an interim tax levy B. By-law No. 2024-075 Being a by-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2025 C. By-law No. 2024-076 Being a by-law to convey part of John Street in the Municipality of Bayham, in the County of Elgin, designated as Parts 1 and 2 on Registered Plan 11 R-10901 D. By-law No. 2024-077 Being a by-law to establish and require the payment of rates and fees E. By-law No. 2024-078 Being a by-law to adopt a facility rental policy F. By-law No. 2024-079 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Froese Excavating Ltd. for North Street Drain works Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT By-law Nos. 2024-074, 2024-075, 2024-076, 2024-077, 2024-078 and 2024-079 be read a first, second and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the Council do now rise to enter into an "In Camera" Session at 9:45 p.m. to discuss: A. Confidential Item re Labour relations, employee negotiations; 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 (COPE) CARRIED 16.2 Out of Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott 0 Council Minutes December 19, 2024 THAT the Council do now rise from the "In Camera" Session at 9:57 p.m. and report on Confidential Item re Labour relations, employee negotiations; 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 (COPE). CARRIED Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Confidential Item re Labour relations, employee negotiations; 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 (COPE) be received for information; AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-080 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confirming By-law No. 2024-080 be read a first, second and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 9:59 p.m. CARRIED AYOR CLERK ; 10