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HomeMy WebLinkAboutApril 17, 2025 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, April 17, 2025 7:00 p.m. 7:30 p.m. Statutory Planning Meeting – 3 Applications 8:00 p.m. Court of Revision – Bartley Drain 8:15 p.m. Public Drainage Meeting – County Road 43 Drain The April 17, 2025 Council Meeting will allow for a hybrid meeting function. You may attend in person or virtually through the live-stream on the Municipality of Bayham’s YouTube Channel 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held April 3, 2025 B. Statutory Planning Meeting held April 3, 2025 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 Council Agenda April 17, 2025 2 A. Report PS-04/25 by Ed Roloson, Manager of Capital Projects / Water/Wastewater re 2025 Roads Surface Treatment – Capital – Elgin County RFT 2025-T13 B. Report FR-03/25 by Harry Baranik, Fire Chief re Request for Proposal (RFP) Award – RFP 25-01 Self Contained Breathing Apparatus Replacement 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-07/25 Banman B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-08/25 North Urban Homes Ltd. C. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-11/25 Beard 12.1.2 Requiring Action 12.2 Reports to Council A. Report DR-03/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re 2025 1st Quarter Drainage Report B. Report DS-20/25 by Scott Sutherland, Chief Building Official re 2025 1st Quarter Building Report C. Report DS-21/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-09/25 Agoston, 54239 Eden Line 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. City of Peterborough re Use of X B. Prince Edward-Lennox & Addington Social Services re Ontario Works Financial Assistance Rates C. Long Point Region Conservation Authority re March 7, 2025 Meeting Minutes D. Elgin County re April 8, 2025 From the Council Chambers 13.1.2 Requiring Action 13.2 Reports to Council A. Report TR-11/25 by Lorne James, Treasurer re 2025 Q1 Variance Report B. Report CL-01/25 by Meagan Elliott, Clerk re 2026 Municipal Election Method of Vote Council Agenda April 17, 2025 3 14. BY-LAWS A. By-law No. 2025-021 Being a provisional by-law to provide for drainage works in the Municipality of Bayham in the County of Elgin known as the Bartley Drain B. By-law No. 2025-028 Being a provisional by-law to provide for drainage works in the Municipality of Bayham in the County of Elgin known as the County Road 43 Drain C. By-law No. 2025-029 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Duncor Enterprises Inc. for surface treatment applications D. By-law No. 2025-030 Being a by-law to authorize the procurement of self contained breathing apparatus from A.J. Stone Company Ltd. E. By-law No. 2025-031 Being a by-law to amend by-law No. 2024-050 being a by-law to appoint municipal officers and employees for the Municipality of Bayham F. By-law No. Z803-2025 Being a by-law to amend By-law No. Z456-2003, as amended – Agoston 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. 2025-032 Being a by-law to confirm all actions of Council 18. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, April 3, 2025 7:00 p.m. 7:30 p.m. Statutory Planning Meeting – 1 Application The April 3, 2025 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT ABSENT: TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL TREASURER LORNE JAMES 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 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 Froese noted to be safe from the measles. Meagan Elliott, Clerk reminded residents to register for the April bulk garbage pick-up by Tuesday, April 9, 2025. Thomas Thayer, CAO reminded residents that the Municipal Office will be closed on the Friday and Monday surrounding Easter. 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held March 20, 2025 Council Minutes April 3, 2025 2 B. Public Drainage Meeting held March 20, 2025 C. Special Meeting of Council held March 27, 2025 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the minutes from the Regular Meeting of Council held March 20, 2025, the minutes from the Public Drainage Meeting held March 20, 2025 and the minutes from the Special Meeting of Council held March 27, 2025 be approved as presented. CARRIED 8. MOTIONS AND NOTICE OF MOTION 9. OPEN FORUM 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council 11. PHYSICAL SERVICES – EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Decision re Minor Variance COA-04/25 Hiebert B. Notice of Decision re Minor Variance COA-05/25 Driedger, Hiebert, Schmitt C. Notice of Passing re Zoning By-law Amendment ZBA-04/25 Fehr D. Notice of Passing re Zoning By-law Amendment ZBA-05/25 1830567 Ontario Inc. E. Notice of Passing re Zoning By-law Amendment ZBA-06/25 Wood F. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-09/25 Agoston G. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-07/25 Banman Council Minutes April 3, 2025 3 H. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-08/25 North Urban Homes Ltd. I. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-11/25 Beard Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT items 12.1.1 A – I be received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-18/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Request to Amend Conditions of Consent E46-49-23 Nezezon and Howlett 46 Chapel Street Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report DS-18/25 regarding amended Conditions of Consent Applications E46-23 to E49-23 Nezezon and Howlett be received; AND THAT Council request the Elgin County Land Division Committee consider amending Consent Applications E46-23 to E49-23 Notice of Decision, dated July 26, 2023, specifically Municipality of Bayham Condition Nos. 1 and 2 by replacing them with the following: 1. That the Owner enter in to a Development Agreement with the Municipality of Bayham for the installation of an adequate extension of municipal water services and installation of a public fire hydrant to the proposed severed lots to the satisfaction of the Municipality of Bayham. 2. That the Owner enter in to a Development Agreement with the Municipality of Bayham for the installation of an adequate extension of municipal sanitary sewer services to the proposed severed lots to the satisfaction of the Municipality of Bayham. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Municipality of Central Elgin re Edible Plantings & Community Garden Program Development B. County of Elgin re March 25, 2025 From the Council Chambers C. Joint Board of Management re December 4, 2024 Minutes Moved by: Councillor Chilcott Council Minutes April 3, 2025 4 Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A – C be received for information. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council A. Report CAO-20/25 by Thomas Thayer, CAO re Annual Report – Shared Services – Building and By-law Enforcement Services Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-20/25 re Annual Report – Shared Services – Building and By-law Enforcement Services be received for information. CARRIED B. Report CAO-21/25 by Thomas Thayer, CAO re Amendments to Procurement Policy – By- law No. 2015-030 Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report CAO-21/25 re Amendments to Procurement Policy – By-law No. 2015-030 be received for information; AND THAT the proposed amendments to By-law No. 2015-030 be adopted as presented; AND THAT the appropriate amending by-law be presented to Council for enactment. CARRIED The Council Meeting recessed at 7:36 p.m. to hold a Statutory Planning Meeting. The Council Meeting resumed at 7:39 p.m. 14. BY-LAWS A. By-law No. 2025-026 Being a by-law to amend By-law No. 2015-030 being a by- law to define the procurement policies and procedures for the Corporation of the Municipality of Bayham Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT By-law No. 2025-026 be read a first, second and third time and finally passed. CARRIED Council Minutes April 3, 2025 5 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise to enter into an “In Camera” Session at 7:40 p.m. to discuss: A. Confidential Item re 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 (Municipal Property) B. Confidential Item re Security of municipal property (Information Technology) CARRIED 16.2 Out of Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise from the “In Camera” Session at 8:37 p.m. and report on Confidential Item re 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 (Municipal Property) and Confidential Item re Security of municipal property (Information Technology). CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Confidential Item re 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 (Municipal Property) be received for information; AND THAT staff proceed as directed. CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confidential Item re Security of municipal property (Information Technology) be received for information; AND THAT staff proceed as directed. CARRIED Council Minutes April 3, 2025 6 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2025-027 Being a by-law to confirm all actions of Council Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Confirming By-law No. 2025-027 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 8:39 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, April 3, 2025 7:30 p.m. A. Proposed Zoning By-law Amendment ZBA-09/25 Agoston, 54239 Eden Line The April 3, 2025 Planning Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT ABSENT: TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL TREASURER LORNE JAMES PUBLIC ATTENDEES A: N/A 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:36 pm. 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 ZBA-09/25 Agoston, 54239 Eden Line THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-XX)’ Zone to permit the development of an additional accessory building on the subject property for the storage of personal recreational vehicles, and other personal belongings and items which requires relief from the following provisions: 2 • Section 9.5.1 to permit a Maximum Accessory Building Height of 6.7 metres, whereas 4.5 metres is required; and, • Section 9.7 to permit an accumulative Maximum Floor Area for Accessory Buildings of 205 m2, whereas 75.0 m2 is required. The subject property is known as 54239 Eden Line, south side, and east of Culloden Road. THE EFFECT of this By-law is to permit a new accessory building that exceeds the Maximum Height and accumulative Maximum Floor Area requirements for accessory buildings and structures for the storage of personal items. 5. PUBLIC PARTICIPATION No public participation. 6. CORRESPONDENCE No correspondence. 7. OTHER BUSINESS No other business. 8. ADJOURNMENT Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler 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-09/25 is now complete at 7:38 p.m. CARRIED MAYOR CLERK REPORT Physical Services TO: Mayor & Members of Council FROM: Ed Roloson, Manager of Capital Projects – Water/Wastewater DATE: April 17, 2025 REPORT: PS-04/25 SUBJECT: 2025 ROADS SURFACE TREATMENT – CAPITAL – ELGIN COUNTRY RFT 2025- T13 BACKGROUND This Report presents information regarding tender results for road surface treatment (RFT 2025- T13) as issued by the County of Elgin. DISCUSSION The County of Elgin, on an annual basis, invites the lower-tier municipalities to take part in their capital roads surface treatment tender. RFT 2025-T13 was issued by the County of Elgin with two (2) contractors providing bids. The following bids were received: Vendor Bid (excluding HST) Duncor Enterprises Inc. $2,957,369.69 Miller Group $4,191,518.84 Duncor Enterprises Inc. provided the lowest bid price of $2,957,369.69 (excluding HST). Bayham’s portion of the Duncor low bid is $95,634.00 (excluding HST). A total of $97,000.00 was budgeted for within our 2025 capital surface treatment projects. Staff have successfully completed several road surface projects with Duncor and recommend authorizing a by-law to enter into an Agreement with Duncor for surface treatment services. RECOMMENDATION 1. THAT Report PS-04/25 re 2025 Roads Surface Treatment – Capital – Elgin County RFT 2025-T13 be received for information; 2. AND THAT the Council of The Corporation of the Municipality of Bayham is supportive of proceeding with the bid provided by Duncor Enterprises Inc. for $2,957,369.69 plus HST, of which $95,634.00 plus HST is Bayham’s portion; 3. AND THAT a by-law authorizing an Agreement between the Municipality of Bayham and Duncor Enterprises Inc. for surface treatment services be brought forward for Council’s consideration. Respectfully Submitted by: Reviewed by: Ed Roloson Thomas Thayer, CMO, AOMC Manager of Capital Projects| Chief Administrative Officer Water/Wastewater REPORT Fire Department TO: Mayor & Members of Council FROM: Harry Baranik, Fire Chief/CEMC DATE: April 17, 2025 REPORT: FR-03/25 SUBJECT: REQUEST FOR PROPOSAL (RFP) AWARD – RFP 25-01 SELF CONTAINED BREATHING APPARATUS REPLACEMENT BACKGROUND The Bayham Fire and Emergency Services (BFES) department currently uses SCBAs from MSA. At its March 20, 2025 meeting, Council received Report FR-02/25 re Single-Year Procurement – Capital Item No. FD-05 – Self Contained Breathing Apparatus (SCBA) Replacement. The Report identified an option to proceed with SCBA procurement in bulk in one year instead of the three years approved in the 2025-2034 Capital Budget. The single-year procurement option would potentially require use reserves to fund the amount necessary to satisfy a desired proposal. The 2025 allocation is $210,000 from the tax levy. Any submission award over this amount would have to be funded from reserves. Council passed the following motion: Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report FR-02/25 re Single-Year Procurement – Capital Item No. FD-05 – Self Contained Breathing Apparatus (SCBA) Replacement be received for information; AND THAT Council amends Capital Item No. FD-05 to permit a single-year procurement in 2025 using additional funds from the following reserves:  Fire Reserve $222,399  Rate Stabilization Reserve $132,080 On March 21st, 2025, RFP 25-01 – Self Contained Breathing Apparatus – was issued. DISCUSSION As a part of the selection criteria, an evaluation process was completed on proposed SCBA gear, which was evaluated by four members of the fire department. This process involved listening to the representatives of the companies and then, while wearing their SCBA, conducting several defined skills tests. RFP 25-01 closed on April 9, 2025 at 4:30 pm. Submissions were opened and evaluated by the Fire Chief and the Chief Training Officer. Five (5) bids were received. The results of the RFP 25-01 are as follows: Company Make of SCBA Criteria Score Base Cost* Cost with HST (1.76%) A.J. Stone Company Ltd. MSA 89 $361,845 $368,213.47 Brogan Fire and Safety Scott 88 $327,460 $333,223,30 1200 Degrees Drager 85 $295,450 $300,649.92 M&L Supply Scott 84 $400,915 $407,971.10 Canadian Safety Supply Interspiro 62** $418,282 $425,643.76 *Price does not include HST (1.76% effective HST rate would apply after rebate). **Although Canadian Safety Supply (Interspiro) did not participate in the Evaluation Process, their cost, being the highest, would have eliminated their product. All the proposed bids were under the cumulative 2025-2027 capital budget amounts, which totalled $512,000. The above pricing for Brogan Fire and Safety and A.J. Stone includes two deductions/ considerations, which are already accounted for in the table. Brogan advised if they were successful, they would not include the SCBA utilized in the evaluation process in the pricing. The Municipality would receive this SCBA for free. A.J. Stone has advised that, if successful, they will retrofit ten (10) of our current bottles which still have five (5) years left. These bottles will have to be replaced in 2030. Further, A.J. Stone can retrofit BFES’s RIT Pack. A.J. Stone’s bid includes the bottles being colour-coded, labeled, and the BFES crest being placed on all the new bottles. This is an added expense from all other manufacturers. This individualization of bottles is helpful when assisting other departments. In light of current unknowns with respect to global trade and tariffs, A.J. Stone has pre-bought over 100 packs and delivery can be in two (2) weeks. Lastly, the MSA SCBA includes up-to-date technology. Many upgrades and trouble-shooting can simply be accomplished via a computer scan or upgrade. Although the cost is an important factor, other selection criteria, including the evaluation process, cannot be under-stated. The SCBA has to be worn in the most stressful conditions and the wearer must be as comfortable as possible and feel they are safe. This is why the selection process including a rigorous evaluation and why pricing accounted for only 20 of a possible 100 points. An additional consideration not included in the selection criteria is alignment with the SCBAs the neighbouring departments utilize. This could be a factor during a large fire incident requiring mutual aid support. Central Elgin, Malahide, Dutton-Dunwich, Norfolk County, and Tillsonburg Fire departments all use the MSA SCBA. Aylmer, Southwold, and West Elgin use the Scott SCBA. Based on the above table, staff recommend proceeding with an award of RFP 25-01 to A.J. Stone Company Ltd. in their proposed amount of $361,845 (+HST). The total cost with the 1.76 percent effective HST rate is $368,213.47. Despite the higher cost, A.J. Stone Company Ltd.’s MSA SCBAs are compatible with our current SCBAs, consistent with many of our neighbouring municipalities that respond in mutual aid situations, and scored the highest overall of the five submissions. In regards to reserve needs, $210,000 is already allocated from the 2025 tax levy. Therefore, the remaining balance ($158,213.47) will require reserve support. Staff recommend use of the Fire Reserve for this balance. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable RECOMMENDATION 1. THAT Report FR-03/25 re Request for Proposal (RFP) Award – RFP 25-01 Self Contained Breathing Apparatus Replacement be received for information; 2. AND THAT the Staff be directed to purchase of the Self Contained Breathing Apparatus from A.J. Stone Company in the amount of $361,845 (+HST); 3. AND THAT $158,213.47 from the Fire Reserve be used to complete the SCBA replacement acquisition through A.J. Stone Company Ltd.; 4. AND THAT the appropriate authorizing by-law be brought forward for Council’s consideration. Respectfully Submitted by: Reviewed by: Harry Baranik Thomas Thayer, CMO, AOMC Fire Chief/CEMC Chief Administrative Officer ZBA-07/25 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: HENRY & ANNA BANMAN LOCATION: 55541 MAIN STREET, STRAFFORDVILLE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-07/25). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, April 17th, 2025 at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Village Residential (R1)’ Zone to a ‘Site-Specific Village Residential (R1-XX)’ Zone to address the deficits of a split Lot created by Deed, and to permit a new detached dwelling; which requires relief from the following provisions: • Section 10.3 to permit a Minimum Lot Area of 809m² for Part 1, whereas 900m² metres is required in Straffordville with municipal sanitary servicing; • Section 10.3 to permit a Minimum Lot Area of 565m² for Part 2, whereas 900m² metres is required in Straffordville with municipal sanitary servicing; and • Section 10.4 to permit a Minimum Lot Frontage of 18.8m for Part 2, whereas 20 metres is required for a partially serviced Lot The subject property is known as 55541 Main Street, south side, south of Heritage Line and west of Plank Road in the village of Straffordville. THE EFFECT of this By-law is to permit the development of a single residential dwelling on a Lot that was created by Deed that does not meet the minimum Lot Area or frontage requirements for the proposed Zone. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments submitted on or before 4:30 pm on Wednesday, April 9, 2025 to munderhill@bayham.on.ca or at the municipal office will be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY would otherwise have an ability to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal but the 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 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 28th day of March 2025. Straffordville Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-08/25 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: NORTH URBAN HOMES LTD. LOCATION: 9405 PLANK ROAD, STRAFFORDVILLE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-08/25). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, April 17th, 2025 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 ‘Central Business District (C1-1)’ Zone to a ‘Site-Specific Urban Industrial (M4-XX)’ Zone to permit the use of the existing building on the subject property for the warehousing and storage of home interior products; which requires relief from the following provisions: • Section 23.4 to permit a Minimum Lot Frontage of 20.1m, whereas 25.0m is required with no Public Water supply; • Section 23.8 to permit a Minimum Side Yard Width of 1.9m abutting residential uses; whereas 7.5m is required; • Section 23.8 to permit a Minimum Side Yard Width of 1.2m abutting Third Street; whereas 4.5m is required; and • Section 4.28.4 to permit a Minimum Buffer Strip of 1.9m abutting residential uses; whereas 4.5m is required. The subject property is known as 9405 Plank Road, south-west corner of the intersection of Plank Road and Third Street, in the village of Straffordville. THE EFFECT of this By-law is to permit a change of use (by change of Zoning) within an existing building that does not meet the frontage, side yard and buffer strip requirements for the proposed Zone. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments submitted on or before 4:30 pm on Wednesday, April 9, 2025 to munderhill@bayham.on.ca or at the municipal office will be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY would otherwise have an ability to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal but the 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 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 decision of the Municipality of Bayham on the proposed zoning by-law 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 28th day of March 2025. Straffordville Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-11/25 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JEREMY BEARD LOCATION: 55197 GREEN LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-11/25). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, April 17th, 2025 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)’ Zone to a combined ‘Agricultural and Temporary (A1/TX-X)’ Zone to permit a Garden Suite on the subject property for a period of not more than twenty (20) years; which requires relief from the following provisions: • Section 26.4.X to permit a Garden Suite in the form of a one-storey transportable pre-fabricated dwelling unit, for a period not to exceed twenty (20) years. The subject property is known as 55197 Green Line, south side, south of Pressey Road and west of Somers Road. THE EFFECT of this By-law is to permit the placement and servicing of a temporary residential dwelling in the form of a mobile home trailer for a family member to reside 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 amendment. Written comments submitted on or before 4:30 pm on Wednesday, April 9, 2025 to munderhill@bayham.on.ca or at the municipal office will be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY would otherwise have an ability to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal but the 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 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 28th day of March 2025. 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 REPORT DRAINAGE TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works|Drainage Superintendent DATE: April 17, 2025 REPORT: DR-03/25 SUBJECT: 2025 1st QUARTER DRAINAGE REPORT BACKGROUND: This Report is to inform Council of Q1 2025 ongoing and completed to-date drainage activities. DISCUSSION: Drainage works regarding Q1 2025 new drains and drain maintenance are outlined below: New Drains Drain Name Status County Road 43 Extension Petition was filed August 27, 2024 Council appoints Spriet’s to complete report September 5, 2024 On-site meeting was held September 9, 2024 Report was filed April 3, 2025 Notices for Meeting to consider sent out April 5, 2025 Peters Drain Extension Security holdback of $8,188.88 will be held for one year. Due August 2025 New Drain - OBAR Extension to Branch C of the Eden Drain. Drain has been completed in November 2024. Security hold back will be held through to April 2025. Inspection will be completed at the end of the month. Security to be released at that point. New Drain - VanQuaethem Extension Plank Road. Site meeting has been completed on Aug. 15, 2023 Engineer working on report- on hold due to other plans. Vienna Ridge Subdivision Main Drain installation complete. Work on the North St. line will continue when the road work is completed. Contractor to complete restoration late spring. 11:28 Properties Inc. Petition Submitted and filed on Oct. 23, 2023 Council passed consideration of Petition on November 2, 2023 Engineer has been assigned to prepare report Alex Visscher on February 26, 2024 has signed the petition in regards to work being completed on the West side of Plank Road. Engineer waiting on West side Plank development to complete report. Frank Wall- Sandytown Subdivision Petition submitted on October 4, 2023 Council considered and passed Petition on October 19, 2023. On-site meeting was held on November 14, 2023. Engineer has been assigned to prepare the report expecting the report mid-summer Expect report in early 2025. Drain Maintenance Drain Name Status Todd Drain-On-going Property owner on April 24 reported sinkhole in field. Investigated sinkhole April 25 and what looks to be broken tile. Contractor was notified but could not complete before crops were planted. Work to be completed in April 2025 Bartley Drain – On-going Complaint about build-up of brush. Inspection of drain completed on Dec. 18, 2023 and drain has not been brushed in over 25 years. Meeting to consider held March 20, 2025 Court of Revision Notices sent out March 24, 2025 Court of Revision to be held on April 17, 2025 Brushing operations complete March 18, 2025. Large sink hole to be repair late spring. Smith Drain – On-going Complaint filed of a large sinkhole around basin March 1, 2024 Contractor has been notified and expected completion Spring of 2025. Magyar Drain – On-going Landowner filed for maintenance as the drain is backing up into his filed on large storms. Site visit revealed possible blocked pipe sinkholes around basins. Contractor to complete when field dries up. Peters Drain - Complete Brush 100m bush at outlet. Ditch clean out completed thereafter. Completed March 03, 2025 Todd-Weaver Drain - Complete Brushing operation through bush North of Shady Lane. Completed April 4, 2025. Two new catch basin lids added. Inspection completed April 1, 2025 Carputhers- On-going Inspection of drain completed April 2,2025 Found large washout in field near outlet. Contractor to repair Spring of 2025 Nevill Drain – On-going Completion of Inspection shows large sink hole on Branch A. Ccontractor notified to be completed Spring 2025. Meuller Drain Branch A – On-going Staff had complaint of basement flooding April 2, 2025. Staff on site April 3, 2025 and connection into house was backing up do to main drain plugged. Contractor on site April 3, snaked and found blockage in large water hole. Staff added laneway culvert to release the water from flooding basement. Staff still need to complete repair when drain dries up. Fisher Drain – On-going Complaint sent in on April 7. 2025 large water spot in field. Staff inspected drain and found possible blockage in field. Contractor notified and will fix later spring. STRATEGIC PLAN Not applicable. RECOMMENDATION 1. THAT Report DR-03/25 re 2025 1st Quarter Drainage Report be received for information. Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC Manager of Public Works|Drainage Superintendent Chief Administrative Officer REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Scott Sutherland, Chief Building Official DATE: April 17, 2025 REPORT: DS-20/25 SUBJECT: 1st QUARTER REPORT BACKGROUND The purpose of this Report is to inform Council of the activities of Building Services for the first quarter of the year for 2025. DISCUSSION The summary of building permits issued in the first quarter is as listed in the chart below: Year 2025 2024 2023 No. permits issued 23 18 25 Permit fees $38,570 $32,083 $15,685 Construction Value $3,915,230 $4,604,000 $2,672,300 Houses 5 (+3 ARUs) 6 2 Farm Buildings 1 1 0 ICI Building 0 3 NA Demolition 1 1 NA Other 13 7 23 Q1 2025 permits and fees were both up from Q1 2024. This is indicative of additional housing units being approved. The chart above notes 3 Additional Residential Units, which are becoming more common in Bayham. The 5+3 housing units approved is an increase from 2024 and likely responsible for the increased permit fees received, despite the decrease in ICI (Industrial, Commercial, Institutional) building permits. Overall, the trend to start the year is consistent with 2024. Staff are unsure whether the trend will continue, however, due to unknowns associated with global trade tariffs and impacts to local economies. STRATEGIC PLAN Not applicable. RECOMMENDATION 1. THAT Report DS-20/25 re 1st Quarter Report be received for information. Respectfully Submitted by: Reviewed by: Scott Sutherland, CBCO Thomas Thayer, CMO, AOMC Chief Building Official Chief Administrative Officer REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: April 17, 2025 REPORT: DS-21/25 FILE NO. C-07 / D13.AGOS Roll # 3401-000-005-02050 SUBJECT: Rezoning Application ZBA-09/25 Agoston 54239 Eden Line, North Hall Draft Zoning By-law No. Z803-2025 BACKGROUND Owner Istvan (Steve) Agoston submitted a zoning amendment application to rezone his property at 54239 Eden Line, south side and east of Culloden Road. The rezoning is required to permit the construction of an oversized accessory storage building in the hamlet. The lands are designated as ‘Hamlets’, on Schedule A1: Land Use: in the Municipality of Bayham Official Plan. The lands are zoned ‘Hamlet Residential (HR)’ on Schedule ‘C’ North Hall in Zoning By-law No. Z456-2003. The purpose of this By-law Amendment is to rezone the subject property from ‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-19)’ Zone to permit the development of an additional accessory building on the subject property for the storage of personal recreational vehicles and other personal belongings and items, which requires relief from the following provisions: • Section 9.5.1 to permit a Maximum Accessory Building Height of 6.7 metres, whereas 4.5 metres is required; and, • Section 9.7 to permit an accumulative Maximum Floor Area for Accessory Buildings of 205 m2, whereas 75.0 m2 is required. The effect of this By-law is to permit a new accessory building that exceeds the Maximum Height and accumulative Maximum Floor Area requirements for accessory buildings and structures for the storage of personal items. The public meeting was held on April 3, 2025 with no signed in attendees and no public submissions. DISCUSSION Responding agencies include Southwestern Public Health having no objection to the zoning amendment. Staff Report DS-21/25 Agoston 2 Staff and planner concur the rezoning application meets the policies and recommend approval to change the zoning on the parcel from Hamlet Residential (HR) to Site-specific Hamlet Residential (HR-19) Zone to permit an accessory building height of 6.7 metres, whereas 4.5 metres is required and a maximum floor area of 205.0 m2, whereas 75.0 m2 is required. STRATEGIC PLAN Not applicable. ATTACHMENTS: 1. Rezoning Application ZBA-09/25 Agoston 2. Arcadis Memorandum, dated April 8, 2025 3. Southwestern Public Health correspondence, dated March 18, 2025 4. Draft Zoning By-law No. Z803-2025 RECOMMENDATION THAT Report DS-21/25 regarding the Agoston rezoning application ZBA-09/25 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 April 3, 2025 associated with this application, there were no public oral presentations and one agency submission from the Southwestern Public Health received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on lands located in Part Lot 6 Concession 8, municipally identified as 54239 Eden Line, from Hamlet Residential (HR) Zone to Site-specific Hamlet Residential (HR-19) Zone to permit the construction of an detached accessory building on the subject property for storage of personal recreational vehicles and personal belongings requiring relief from the following provisions: • Section 9.5.1 to permit a Maximum Accessory Building Height of 6.7 metres, whereas 4.5 metres is required; and, • Section 9.7 to permit an accumulative Maximum Floor Area for Accessory Buildings of 205 m2, whereas 75.0 m2 is required. AND THAT Zoning By-law No. Z803-2025 be presented to Council for enactment. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator/Deputy Clerk Chief Administrative Officer 420 Wes Graham Way, Suite 106 Waterloo, ON, N2L 0J6 www.arcadis.com Memorandum To/Attention Municipality of Bayham Date April 8th, 2025 From Jeff Henry, RPP, MCIP Project No 30260140 - 985 cc Subject Istvan Agoston - Application for Zoning By-law Amendment ZBA-09/25, 54239 Eden Line, North Hall Background 1. We have completed a review of the application for a Zoning By-law Amendment submitted by Istvan Agoston, owner of the subject property identified as 54239 Eden Line, south side, and east of Culloden Road in the Hamlet of North Hall. The applicant is requesting a Zoning By-law Amendment to rezone the subject property from ‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-19)’ Zone to permit the development of an accessory storage building on the subject property for the storage of personal recreational vehicles and other personal belongings, which requires relief from the following provisions: • Section 9.5.1 to permit a Maximum Height of 6.7 metres (21.98 ft), whereas 4.5 metres (14.8 ft) is required; and, • Section 9.7 to permit an accumulative Maximum Floor Area for Accessory Buildings of 205.0 m² (2,206.6 ft2), whereas 75.0 m2 (807.3 ft2) is required. 2. The lands are currently designated as ‘Hamlet’ in Schedule ‘A1’: Land Use in the Municipality of Bayham Official Plan. The lands are currently zoned ‘Hamlet Residential (HR)’ in Schedule ‘C’ – North Hall in Zoning By-law No. Z456-2003. Subject Property and Surrounding Area 3. The subject property has a Lot Area of approximately 5,150 m2 (1.27 ac.), estimated Lot Frontage of 39 m (128 ft), and a Lot Depth of 132 m (433 ft). The subject property consists of an existing two-storey single-detached dwelling with an attached three-door garage. There is also an accessory structure to the rear of the dwelling that covers a patio. The existing single-detached dwelling with attached garage, and patio structure will remain as is. 4. An existing access from Eden Line is currently used to access the subject property and will continue to be utilized for the proposed accessory storage building. The ARCADIS MEMORANDUM Municipality of Bayham – April 8th, 2025 2 owner may elect to extend the existing driveway along the western side of the subject property to access the proposed storage building. The subject property is currently serviced by a private well and septic sanitary system, which are proposed to remain as is. 5. The subject property is immediately adjacent to existing low-rise residential dwellings to the east and west along Eden Line. Across the street to the north is a church. Adjacent to the church, and extending along Eden Line and Culloden Road (to the north and south of the intersection with Eden Line) are more single detached dwellings. To the rear of the property are agricultural lands that are located outside of the Hamlet boundary. Public Comments 6. A statutory Public Meeting was held on April 3rd, 2025, and no written or verbal feedback from the public was received. Municipality of Bayham Official Plan 7. The Bayham Official Plan designates the subject property as ‘Hamlets’ in Schedule ‘A1’: Land Use. As per Section 4.4 of the Official Plan, the ‘Hamlets’ land use designation is intended to remain as small dormitory clusters of primarily non-farm residential dwellings in the form of single detached dwellings and other low or medium density types of dwellings in a low-rise residential built-form. 8. Comment: The proposed accessory storage building will support the existing single-detached dwelling to remain on the subject property, which is a permitted use. It is our opinion that the proposed Maximum Height of 6.7 metres and Floor Area of 166 m2 maintains the general intent and purpose of the Official Plan as it maintains the low-rise nature and built-from (1-2 storeys) of the Hamlet of Eden. 9. Section 4.2.5 of the Official Plan provides general policy direction with respect to “Community Design” and encourages a high standard of community design and quality of place for Bayham’s residents. More specifically, this Section describes promoting improvement of the physical character, appearance and safety of streetscapes, encouraging tree retention on private lands, and efficient development of patterns. 10. Comment: It is our opinion that the proposed accessory storage building will maintain the intent of Section 4.2.5 of the Official Plan, as the detached building will be utilized for the storage of personal recreational vehicles and personal belongings, thus reducing negative visual impacts from outdoor storage from the streetscape. The proposed location is also to the rear of the property and partially hidden by the existing dwelling. This will provide additional storage space yet ensure the visual impacts of outdoor storage from the public realm are mitigated. ARCADIS MEMORANDUM Municipality of Bayham – April 8th, 2025 3 Based on the analysis provided above, it is our opinion that the proposed Zoning By-law Amendment Application conforms to the Bayham Official Plan. Municipality of Bayham Zoning By-law 11. The subject property is currently zoned ‘Hamlet Residential (HR)’ in Schedule ‘C’ – North Hall in Zoning By-law No. Z456-2003. As per Section 9.5.1 of the Zoning By- law, the Maximum Height for an accessory building in the HR Zone is 4.5 metres. The intent of this regulation is to ensure that accessory buildings/structures maintain the low-rise built form of 1 to 2 storeys in height and are subordinate to the primary building. 12. Comment: The existing single-detached building and attached garage is 2 storeys in height. It is our opinion that the proposed height of 6.7 metres for the detached accessory storage building maintains the intended low-rise built form of the existing zone and surrounding area. The proposed height of 6.7 metres would be lower than the permitted 10.5 metres for primary uses/buildings on the subject property, thus maintaining a height that is in keeping with the accessory nature of the proposed structure. Further, the proposed location of the accessory garage closer to the rear Lot Line of the subject property and an established line of evergreen cedars along the side Lot Lines would also minimize concerns of an imposing structure over adjacent properties. Therefore, it is our opinion that the proposed height of 6.7 metres meets the general intent and purpose of the Zoning By-law, as it maintains compatibility with the intended low-rise built form and will not have significant impacts to the neighbouring properties. 13. As per Section 9.7 of the Zoning By-law, the Maximum Floor Area for an accessory building in the HR Zone is 75 m2 or 8% lot coverage, whichever is less. In this case, given that 8% of the subject property is 411 m2 (4,424 ft2), the Maximum Floor Area of 75 m2 would apply. The intent of this regulation is to avoid large scale accessory buildings which may have an impact on drainage or to the surrounding area and neighbours. 14. Comment: It is our opinion that the proposed Floor Area of 166.6 m2 (1,793.3 ft2) for the proposed accessory storage building meets the general intent and purpose of the Zoning By-law, given the size of the subject property and proposed location of the detached accessory storage building. The intent of the restricted Accessory Floor Area provision is to regulate the total floor area of all accessory uses on the property. The proposed Maximum Floor Area of 205 m2 (including the structure covering the patio) represents an equivalent lot coverage of 4.8%, and in our opinion will not have a significant impact on the surrounding area and neighbours. If combined with the existing single-detached dwelling and attached garage, this ARCADIS MEMORANDUM Municipality of Bayham – April 8th, 2025 4 would equate to a total lot coverage of approximately 13.7% for all buildings/structures on the site. This provides sufficient balance between the landscaped and developed space on the subject property. Therefore, it is our opinion that the proposed Maximum Floor Area for the proposed accessory building on the subject property meets the general intent and purpose of the Zoning By-law and will not have adverse impacts to adjacent properties. Conclusion and Recommendations 15. Based on our review, Arcadis has no objection to the requested Zoning By-law Amendment Application to rezone the subject property from ‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-19)’ Zone to permit the development of an accessory storage building on the subject property for the storage of personal recreational vehicles and personal belongings, which requires relief from the following provisions: • Section 9.5.1 to permit a Maximum Height of 6.7 metres (21.98 ft), whereas 4.5 metres (14.8 ft) is required; and, • Section 9.7 to permit a Maximum Floor Area for Accessory Buildings of 205.0 m2 (2,206.6 ft2), whereas 75.0 m2 (807.3 ft2) is required. Jeff Henry Arcadis Professional Services (Canada) Inc. Jeff Henry, RPP, MCIP Consulting Planner to the Municipality of Bayham www.swpublichealth.ca St. Thomas Site Administrative Office 1230 Talbot Street St. Thomas, ON N5P 1G9 Woodstock Site 410 Buller Street Woodstock, ON N4S 4N2 March 18, 2025 Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville ON N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 munderhill@bayham.on.ca Dear; Margaret Underhill RE: Notice of Public Meeting for Zoning Amendment ZBA-09/25 Agoston This letter acknowledges receipt of the Notice of Public Meeting for Zoning Amendment ZBA- 09/25 Agoston March 27, 2025, with reference to the above premises/property. Public Health reviews these applications using the best available evidence regarding land use planning, zoning, and health protection. A review of the application provides the following: ( ) 1. The application contains information that Public Health is not able to comment on. ( X ) 2. Public Health has no objection to the content of the application as it currently stands. ( ) 3. Public Health provides the attached letter for comments on the application. Please note that items marked with an “X” are applicable to this application as it currently stands. Should there be amendments to the application, please forward them to Public Health for further assessment. Sincerely, Renee McVicar Robert Northcott Public Health Inspector Health Promoter Environmental Health Built Environment and Healthy Public Policy JF, JL; am Disclaimer: These comments are provided by Southwestern Public Health (SWPH) at the request of the municipality with the decision-making power over this land use planning/zoning application. SWPH is not a decision maker on this application and its comments are made solely with regard to SWPH’s role as a public body with an interest in the potential public health impacts of this application and for no other purpose. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z803-2025 AGOSTON BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended; THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: 1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule “C” by changing the zoning symbol on the subject lands from ‘‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-19)’ Zone, which lands are outlined in heavy solid lines and marked “HR-19” on Schedule “C” to this By-law, which schedule is attached to and forms part of this By-law. 2) THAT By-Law No. Z456-2003, as amended, is hereby further amended by amending Section 9.12 Exceptions – Hamlet Residential (HR) Zone by adding the following clauses: 9.12.19.1 Defined Area HR-19 as shown on Schedule C to this By-Law 9.12.19.2 Maximum Height Notwithstanding the provisions of Section 9.5.1 of this By-Law, the following shall apply: Maximum Accessory Building Height of 6.7 metres 9.12.19.3 Maximum Floor Area for Accessory Buildings Notwithstanding the provisions of Section 9.7 of this By-Law, the following shall apply: Maximum Floor Area for Accessory Buildings of 205.0 m² 3) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule “C” by changing the zoning symbol on the subject lands from Hamlet Residential (HR) Zone to Site-Specific Hamlet Residential (HR-19) Zone, which lands are outlined in heavy solid lines and marked HR-19 on Schedule “C” to this By-law, which schedule is attached to and forms part of this By-law. THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Land Tribunal. READ A FIRST TIME AND SECOND TIME THIS 17TH DAY OF APRIL 2025. READ A THIRD TIME AND FINALLY PASSED THIS 17H DAY OF APRIL 2025. MAYOR CLERK ___ _Cit00[____ _JetorougResolutionofCouncilCityCouncilMeetingTitle:UseofXbytheCityofPeterboroughDate:March17,2025WhereasXhasbecomeamediaplatformthatisnotadequatelyrespondingtohatespeechandmisinformation;WhereascontinueduseofXcouldbeperceivedastacitapprovaloforassociationwithideologiesthatareinconsistentwiththeCityofPeterborough’scommitmenttofreedom,inclusivity,andnondiscrimination.WhereastheCityofPeterboroughmaintainsothersocialmediaaccountstoreachresidentsaboutmunicipalservicesandnewsthatprovidecomparablefunctionalitylikeInstagram,Facebook,andLinkedln.WhereasPeterboroughTransitreliesonXasoneofitsmainmethodstocommunicatewithcustomersaboutTransitservicechanges;WhereasPeterboroughTransithasimplementedcustomerserviceenhancementssuchasrealtimetrackingofbusesthroughtheMyTransitRid-GPSTrackermapfortransitcustomerstoseewhenthenextbuswillarrive;Whereasemergencyservicesrequiretheabilitytouseallavailablechannelstoreachresidentsforemergencymessaging;Therefore,beitresolvedthatCouncilapprovethefollowing:a)thattosupportenhancedcommunicationwithresidentsandcustomersandtoreducerelianceonsocialmediathatCitystaffreportbacktoCouncilduringthe2026BudgetdeliberationswithrecommendationsandassociatedbudgetimplicationsforimplementingaSnowPlowTrackerserviceforresidentsandasmartphorieappforPeterboroughTransit,whichincludestheabilitytosendnotificationstosubscribers,withthegoalofimprovingcustomerserviceandeliminatingtheuseofX;andb)thattheCityofPeterboroughdiscontinuetheuseofX,formerlyknownasTwitter,exceptforPeterboroughTransit,FireServices,andemergencyinformationasnecessary.c)That,acopyofthisresolutionbeforwardedtoallOntariomunicipalitiesandtheAssociationofMunicipalitiesofOntario(AMO). Theaboveresolution,adoptedbyCityCouncilisforwardedforyourinformationandaction,asrequired.Thankyou.Jqeriydy,CItClerk Prince Edward-Lennox & Addington Social Services 95 Advance Avenue Napanee, ON K7R 3Y5 Tel 613-354-0957 | Fax 613-354-1224 Toll Free 1-866-354-0957 We engage and support people who require our services and help them find their own workable solutions. April 10, 2025 Re: Ontario Works Financial Assistance Rates Please be advised that the Prince Edward-Lennox and Addington Social Services Committee, at its meeting held on April 10, 2025, approved the following resolution: WHEREAS poverty is taking a devastating toll on communities, undermining a healthy and prosperous Ontario, with people in receipt of Ontario Works and Ontario Disability Support Program being disproportionately impacted; AND WHEREAS the cost of food, housing, medicine, and other essential items have outpaced the highest inflation rates seen in a generation; AND WHEREAS people in need of social assistance have been legislated into poverty, housing insecurity, hunger, poorer health, their motives questioned, and their dignity undermined; AND WHEREAS Ontario Works (OW) Financial Assistance rates have been frozen since 2018 ($733 per month); AND WHEREAS Ontario Disability Support Program (ODSP) benefit rates have been increased by 6.5 percent as of July 2023 and another 4.5% as of July 2024 to keep up with inflation, however even with the increase, ODSP rates still fall significantly below the disability-adjusted poverty line ($3,091 per month); AND WHEREAS OW and ODSP rates do not provide sufficient income for a basic standard of living and, as a result, hundreds of thousands of people across Ontario who rely on these programs live in poverty; AND WHEREAS designated Service Managers are doing their part, but do not have the resources, capacity, or tools to provide the necessary income and health related supports to people experiencing poverty; and AND WHEREAS leadership and urgent action is needed from the Provincial Government to immediately develop, resource, and implement a comprehensive plan to address the rising levels of poverty in Ontario, in particular for those on Ontario Works and Ontario Disability Support Programs; Prince Edward-Lennox & Addington Social Services 95 Advance Avenue Napanee, ON K7R 3Y5 Tel 613-354-0957 | Fax 613-354-1224 Toll Free 1-866-354-0957 We engage and support people who require our services and help them find their own workable solutions. NOW THEREFORE BE IT RESOLVED THAT Prince Edward-Lennox & Addington Committee requests the Provincial Government to urgently: 1. Increase Ontario Works rates to match the ODSP rate increases that have already been made and be indexed to inflation; 2. Commit to ongoing cost of living increases above and beyond the rate of inflation to make up for the years they were frozen; AND FURTHER THAT a copy of this resolution be sent to the Minister of Children, Community, and Social Services, the Minister of Health, the Minister of Municipal Affairs and Housing, the Association of Municipalities of Ontario, the Ontario Municipal Social Services Association, and all Ontario Municipalities. Regards, Sam Branderhorst, Chair Prince Edward-Lennox and Addington Social Services Committee Cc: Minister of Children, Community, and Social Services Minister of Health Minister of Municipal Affairs and Housing Association of Municipalities of Ontario Ontario Municipal Social Services Association All Ontario Municipalities FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Rainey Weisler, Chris Van Paassen, Peter Ypma - 1 - LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Annual General Meeting Minutes of March 7, 2025 Approved, April 2, 2025 Members in attendance: Dave Beres, Chair Town of Tillsonburg Doug Brunton, Vice-Chair Norfolk County Shelley Ann Bentley Haldimand County Robert Chambers, County of Brant 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: None Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Leigh-Anne Mauthe, Manager of Watershed Services Saifur Rahman, Manager of Engineering and Infrastructure Jessica King, Social Media and Marketing Associate Nicole Sullivan, HR/Coordinator/Executive Assistant 1. Welcome and Call to Order Chair, Dave Beres, introduced himself and welcomed everyone to the Long Point Region Conservation Authority’s 2024 Annual General Meeting. The meeting was called to order at 1:30 pm, Friday, March 7, 2025 in the Tillsonburg Administration Office Boardroom. 2. Declaration of Conflicts of Interest None were declared. 3. Additional Agenda Items There were no additional agenda items. 4. Approval of the Agenda A-28/25 Moved by T. Masschaele Seconded M. Columbus That the Board of Directors approves the agenda as circulated. Carried FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Rainey Weisler, Chris Van Paassen, Peter Ypma - 2 - 5. Minutes of the Previous Meeting a) Board of Directors Meeting of February 5, 2025 A-29/25 Moved by R. Weisler Seconded by S. Bentley That the minutes of the Board of Directors Meeting held February 5, 2025 be adopted as circulated. Carried 6. Introduction of the Board of Directors and Committees The members of the Board and the community members of the Lee Brown Marsh Management Committee and the Backus Museum Committee were introduced by Chair Beres. 7. Introduction and Greetings from Special Guests Greetings were extended from Councillor Robert Chambers, County of Brant, Mayor David Mayberry, Township of South-West Oxford, Mayor Ed Ketchabaw, the Municipality of Bayham, Deputy Mayor Doug Brunton, Norfolk County, Mayor Shelley Ann Bentley, Haldimand County, Mayor Jim Palmer, Township of Norwich, and Deputy Mayor Dave Beres, Town of Tillsonburg. 8. Remarks from Bobbi Ann Brady, MPP Haldimand-Norfolk Bobbi Ann Brady acknowledged and thanked the Authority for the invite and how nice it was to be back in the boardroom. Bobbi Ann spoke on the passion that the Authority staff has for their job and the region and acknowledged that the Authority works with the community and always finds a way to work positively with the community. Bobbi Ann is proud of her ridings municipal representation on the Authority Board and supports the work carried out by the LPRCA as environmental stewards. 9. Service Awards Presentation The following staff were recognized for reaching service milestones with LPRCA this past year. 5-Year Service Award Nicole Sullivan, HR Coordinator/Executive Assistant 15-Year Service Award Judy Maxwell, General Manager Darrel Rohrer, Maintenance Operations Labourer 10. Audit and Finance Committee The Chair called upon Chris Van Paassen, Chair of the Audit and Finance Committee, to present the financial statements. FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Rainey Weisler, Chris Van Paassen, Peter Ypma - 3 - Chair Van Paassen reported that the Committee met on February 14, 2025 and received and reviewed the financial statements in detail. MNP issued a clean opinion of the Authority’s 2024 financial reports and found that the financial statements fairly presented the Authority’s position. The Chair introduced the auditors, Ashley Didone and Julia Aubertin of MNP, and thanked MNP for their services. Ashley Didone, Audit partner MNP, presented the 2024 Audit findings report and communicated to the Board auditor independence. A–30/25 Moved by S. Bentley Seconded by M. Columbus THAT the minutes of the LPRCA Audit and Finance Committee’s meeting held February 14, 2025 be adopted as circulated. Carried A–31/25 Moved by P. Ypma Seconded by T. Masschaele THAT the LPRCA Board of Directors receives the LPRCA 2025 Audit Findings Report from MNP, LLP Chartered Professional Accountants as information. Carried A–32/25 Moved by J. Palmer Seconded by R. Weisler THAT the LPRCA Board of Directors approves the financial statements for the year ended December 31st, 2024 audited by MNP, LLP, Chartered Professional Accountants. Carried A–33/25 Moved by P. Ypma Seconded by R. Chambers THAT the LPRCA Board of Directors approves the appointment of MNP, LLP Chartered Accountants as LPRCA’s auditors for the 2025 fiscal period. Carried 11. Notice of Formal Motions a) Designate Signing Officers A-34/25 Moved by M. Columbus Seconded by J. Palmer That the LPRCA Board of Directors approves the Chair, Vice-chair, General Manager, and Manager of Corporate Services as designated signing officers for Authority business for the FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Rainey Weisler, Chris Van Paassen, Peter Ypma - 4 - year 2025. Carried b) Borrowing A-35/25 Moved by T. Masschaele Seconded by R. Weisler That the LPRCA Board of Directors authorizes the Chair or Vice-Chair and the General Manager or Manager of Corporate Services to borrow funds as required for the day-to-day operations of the Authority. Carried c) Designate Conservation Ontario Council Representatives A-36/25 Moved by R. Weisler Seconded by C. Van Paassen That the LPRCA Board of Directors designates the Authority Chair as the Authority’s representative to Conservation Ontario (CO), with the Vice-Chair designated as alternate, AND Further that the General Manager be directed to participate on appropriate committees of CO and be authorized to vote in the absence of the designated representatives. Carried 12. 2024 Annual Report Judy Maxwell presented the 2024 annual report and provided an overview of the year’s activities. Hard copies are available at the head office and the report is available on the LPRCA website, https://www.lprca.on.ca/wp-content/uploads/2025/03/2024-Annual-Report-compressed.pdf On behalf of the staff, GM Maxwell thanked staff, the Board, municipal partners, the various community partners, and customers for their continued support. 13. Chair’s Remarks Chair, Dave Beres, addressed the Board and guests to highlight the successes and accomplishments of Long Point Region Conservation Authority in 2024. The Chair then thanked the current and former members of the Board, the Lee Brown Marsh Management Committee, the Backus Museum committee, Norfolk Fibre Arts Guild Volunteers, and the staff for their dedication and support. 14. Stewardship Award Presentation Chair Beres stated that the Long Point Region Conservation Stewardship award was created to recognize those individuals or groups who have made a commitment to environmental sustainability and conservation. FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Tom Masschaele, Jim Palmer, Rainey Weisler, Chris Van Paassen, Peter Ypma - 5 - Brian Woolley was nominated by members of ALUS Norfolk and was selected as the recipient of the 2024 Long Point Region Conservation Stewardship Award. Brian, a proud resident of Norfolk County, has dedicated a large portion of his life to conservation advocacy, efforts and commitments. Brian obtained his Bachelor of Science degree in Agriculture with a Crop Science major. Brian, on his own farm, has been working to address field erosion by implementing best management practices for erosion control, such as grassed waterways and cover crops. In 2019, he partnered with LPRCA and ALUS under the 50 Million Tree Program to plant over 4,000 trees. He controls invasive species, like Phragmites, European buckthorn and spongy moth, on his property. 15. Introduction of Keynote Speaker Chair Beres introduced Pete Zuzek, founder and President of Zuzek Inc., a professional services company dedicated to increasing the health and resilience of the world’s coastal communities and ecosystems. 16. Keynote Presentation – Overview & Progress on the North Shore Resilience Project, Pete Zuzek Pete’s presentation detailed and gave a progress update on the Lake Erie North Shore Resilience Project, in which Pete works as a consultant. The Project started in 2023, when a working group of stakeholders and technical advisors came together to discuss the erosion on the North Shoreline from Port Glasgow to Long Point sandspit. The Long Point Biosphere Region was successful in securing $900,000 of funding over 3 years by the Canada Water Agency. The focus on the project is to help with the recovery of the North Shore of Lake Erie and to learn about how to better create resilience along the coast with all of its interconnected ecosystems. The Project has three goals: First goal is to develop scientific knowledge on the movement of the sediment along the shore; Second goal is to complete dune restorations with native plants to increase the resilience of the beaches in the area; and the third goal is to work with stakeholders and organizations along with engaging with communities to develop an action plan along the broad study area. Pete thanked the Board and the Authority for the opportunity to speak. 14. Adjournment The Chair adjourned the meeting at 2:31 p.m. _________________________________ ______________________________ Dave Beres Judy Maxwell Chair General Manager /ns APRIL 8, 2025 FROM THE C O U N C I L C H A M B E R S Reading on the Road: Mobile Library Service Set to Grow After Successful Pilot Reading on the Road: Mobile Library Service Set to Grow After Successful Pilot In 2024, Elgin County Library introduced a pilot Mobile Library Service, delivering books and library support to residents at Terrace Lodge and Elgin Manor (two of Elgin County’s Long-Term Care Homes) with monthly visits. Staff provided residents at these homes with book lending, library cards, reading recommendations, and audiobooks. The service was well-received, enhancing access to reading and building connections. The Elgin County Library plans to expand this program in 2025 to include weekly visits at these Homes, as well as the addition of more locations, like community retirement homes. Impact on Elgin County Taxpayers: This initiative uses current resources efficiently, promoting equitable access to services. While a few extra staffing hours may be needed, the cost is minimal. The benefits include improved quality of life for seniors and better community engagement, without significant new funding. FROM THE C O U N C I L C H A M B E R S APRIL 8, 2025 Terrace Lodge Redevelopment Nears Finish Line with Final Funding Process Smoother Roads Ahead: Major Road Repairs Proposed for 2025 Terrace Lodge Redevelopment Nears Finish Line with Final Funding Process Elgin County has officially reached substantial completion of the Terrace Lodge Redevelopment Project. To finalize funding for the project, County staff are suggesting moving ahead with borrowing $6 million through Infrastructure Ontario, as approved by Council during the 2025 budget process. This borrowing must follow a strict process and timeline, with several key steps taking place between April 3 and May 1, 2025. These include document reviews, legal sign-offs, and Council’s approval of a new by-law to finalize the loan. Staff have confirmed the timeline can be met and are working closely with legal counsel and Infrastructure Ontario to ensure timelines are met. Impact on Elgin County Taxpayers: The $6 million loan would allow the County to spread out the cost of the Terrace Lodge project over the next 10 years, rather than paying it all upfront. This approach ensures responsible and sustainable financial management while continuing to invest in modern, high-quality care facilities for Long-Term Care Residents. A final decision on this matter will be made at the April 22nd Council Meeting. Smoother Roads Ahead: Major Road Repairs Proposed for 2025 Eleven roads across Elgin County have been proposed by staff for major improvements, as part of the 2025 Capital Budget process. If approved, they will be resurfaced or rebuilt using Cold In-Place Asphalt Recycling and Hot Mix Asphalt Paving, with construction scheduled from May through to October. Five roads — including Fingal Line, Clinton Line, Heritage Line, Lyons Line, and Fruitridge Line — would undergo Cold In-Place Asphalt Recycling, a cost-effective and eco-friendly method that reuses existing road materials before applying fresh asphalt. If approved by Council, nine additional roads would be fully repaved, with paved shoulders for future cycling lanes being suggested for two of these roadways. Impact on Elgin County Taxpayers: These improvements are part of Elgin County’s regular infrastructure investment plan, covered under the 2025 budget. By using competitive bidding and recycling techniques, the County aims to keep costs down while enhancing safety and road lifespan. A final decision on this matter will be made at the April 22nd Council Meeting. APRIL 22, 2025 9:00 AM DIRECTLY FOLLOWING COUNCIL NEXT COUNCIL MEETING C O M M I T T E E O F T H E W H O L E M E E T I N G Stay Connected With Us: ElginCounty.ca @ElginCounty @ElginCountyTourism @ElginCounty @ElginCounty APRIL 22, 2025 REPORT TREASURY DEPARTMENT TO: Mayor & Members of Council FROM: Lorne James, Treasurer DATE: April 17, 2025 REPORT: TR-11/25 SUBJECT: 2025 Q1 VARIANCE REPORT BACKGROUND The Q1 (first quarter) financial reports are provided for Council’s fiduciary review. This Report provides a summary of current revenue and expenditure to March 31, 2025, and variances to the Operating Budget and Capital Budget. DISCUSSION The Operating Budget and Capital Budget are both at expected levels given the cyclical nature of operations and current trade war and tariff impacts. Capital expenses have commenced in some departments, and with the early adoption of Capital and Operating Budgets, departments have been able to secure competitive pricing and availability of service providers. 2025 Q1 variance information for capital and operating items are attached to this Report. Investments The Municipality has an opportunity again to consider another round of investing of short-term investments. All municipal investments matured in March 2025 due to timing of Project Ojibwa debt payout. Currently, global equity and debt vehicles are seeing lower market yields due to global trade turmoil caused by tariff uncertainty stemming from the United States. Given the current investment landscape, the Municipality could consider a few options with respect to investments: 1. Leave the cash in the operating account. This option generates 3.29 percent on account, subject to prime rate. The Bank of Canada is expecting to cut rates twice this year, which would have a negative effect on yields once the cuts occur. 2. Invest with RBC – GIC or Bond. The current rates on a 1-year GIC are 2.8 percent and would guarantee that return for the balance of 2025 and into 2026. The Municipality would not be subject to rate-cut impacts. The same follows with a bond option through RBC, which would give a 3.117 percent return over the 1-year period. 3. Invest with a different financial institution. Some institutions are currently offering between 3 and 3.9 percent on a 1-year term. The higher rates are generally in credit unions as of current. Canaccord Genuity’s rate sheet is attached to this Report. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not Applicable ATTACHMENTS 1. Appendix A: 2025 Q1 Operating Revenue & Expense Variance Report 2. Appendix B: 2025 Q1 Capital Expense Variance Report 3. Appendix C: Royal Bank of Canada Investment Options 4. Appendix D: RBC Dominion Securities Options 5. Appendix E: Canaccord Genuity Investment Rate Sheet RECOMMENDATION 1. THAT Report TR-11/25 re 2025 Q1 Variance Report be received for information; 2. AND THAT Council provide direction regarding an approach for addressing the current cash on-hand from matured investments. Respectfully submitted, Reviewed by, Lorne James, CPA, CA Thomas Thayer, CMO, AOMC Treasurer Chief Administrative Officer Revenues 05.10 General Taxation $1,623,174 $6,715,270 24% 05.20 Other Revenues $326,200 $1,304,800 25% 10.10 General Government $7,858 $97,500 8%management fee not booked yet 10.20 Council 20.10 Fire Services $88,861 $45,000 197%MVC, fire grants and cost recovery 20.20 Police Services $4,000 0% 20.30 Conservation Authority 20.40 Building Services $39,295 $262,000 15% 20.50 Bylaw Enforcement Services $650 $46,000 1%timing of Malahide billing 25.10 Roads $216,843 $605,951 36% 25.20 Winter Control $5,889 $5,000 118%seasonality 25.40 Street Lights 30.10 Water $123,999 $779,899 16%timing of billing 30.15 Richmond Water $16,728 $104,267 16%timing of billing 30.30 Waste Disposal $3,636 $35,000 10%seasonality 30.20 Waste Water $164,195 $999,500 16%timing of billing 35.20 Cemeteries $764 $2,000 38%seasonality 40.10 General Assistance 45.10 Parks & Recreation $100 $2,600 4%seasonality 45.20 Straffordville Community Centre $7,085 $20,000 35% 45.40 Libraries $21,495 $78,904 27% 45.50 Museums $0 $13,200 0% 50.10 Planning, Development & Tourism $107,113 $123,500 87%collections in advance of services 50.15 Tourism & Marketing $0 $85,000 0% 50.20 Environmental Services $0 $6,500 0% Capital $107,287 $6,895,250 2%refer to capital sheet Expenditures 05.10 General Taxation 05.20 Other Revenues 10.10 General Government $388,667 $1,263,885 31% 10.20 Council $24,560 $109,708 22% 20.10 Fire Services $127,840 $701,839 18% 20.20 Police Services $240,095 $980,727 24% 20.30 Conservation Authority $53,332 $111,665 48%timing of LPRCA billing 20.40 Building Services $38,906 $233,316 17% 20.50 Bylaw Enforcement Services $35,174 $155,666 23% 25.10 Roads $620,761 $2,148,168 29% 25.20 Winter Control $76,091 $129,306 59%seasonality 25.40 Street Lights $11,177 $44,000 25% 30.10 Water $127,010 $779,900 16%timing of billing 30.15 Richmond Water $16,206 $104,266 16%timing of billing 30.20 Waste Water $192,578 $999,500 19%timing of billing 30.30 Waste Disposal $73,783 $490,000 15%seasonality 35.20 Cemeteries $1,020 $22,500 5%seasonality 40.10 General Assistance $9,000 0% 45.10 Parks & Recreation $26,846 $117,940 23% 45.20 Straffordville Community Centre $27,154 $64,346 42% 45.40 Libraries $10,968 $78,904 14% 45.50 Museums $8,654 $61,476 14% 50.10 Planning, Development & Tourism $27,309 $239,438 11% 50.15 Tourism & Marketing $4,812 $112,399 4%seasonality 50.20 Environmental Services $2,659 $8,444 31% Capital $1,737,191 $9,264,750 19%refer to capital sheet Municipality of Bayham Appendix A: 2025 Q1 Operating Revenue and Expense Variance Report 2025 Actuals 2025 Budget % Consumed 2025 2025 % Actuals Budget Consumed General Government Liability Reserve Transfer 15,000$ 15,000$ 100%booked Working Capital Transfer 10,000$ 10,000$ 100% booked Election Reserve Transfer 15,000$ 15,000$ 100% booked DC Study Continued 1,678$ 25,000$ 7% Office 365 Upgrades 25,000$ 0% Chamber Upgrades 15,000$ 0% Guarantorship Loan Reserve Transfer 1,100,000$ 1,100,000$ 100% booked Fire Bunker Gear 12,607$ 14,000$ 90% complete SCBA Replacement 210,000$ 210,000$ 100% booked Radio System Reseve 30,000$ 30,000$ 100% booked Cistern - SCC 129,000$ 0% Fire Equipment Reserve Transfer 100,000$ 100,000$ 100% booked Thermal Imaging Cameras 7,000$ 0% Portable Radios 5,403$ 6,000$ 90% complete Roads Tunnel Line Culvert removal 460,000$ 0% Tandem 444,589$ 540,000$ 82% yet to be delivered Elliott Rd. 250,000$ 0% Gravel Program 215,000$ 0% Carson Line 150,000$ 0% Sidewalks 100,000$ 0% Road Signs 7,500$ 0% Guardrails 10,000$ 0% Roads Needs Study 25,000$ 0% Road Side Brushing 50,000$ 0% Hill Management 30,000$ 0% Lakeshore Line Study 35,000$ 0% PB Storm Sewer - Phase 1C 1,650,000$ 0% Water Waste Water System Equipment 46,000$ 0% SCADA Comp. 30,000$ 0% Air Blowers 28,000$ 0% Wastewater Sampler 29,000$ 0% Manhole rehab 26,000$ 0% Parks Straffordville Pavilion 10,000$ 0% Straffordville Storage Sheds 25,000$ 0% Utility Corr Repairs 757$ 70,000$ 1% Canoe Launch 2,358$ 60,000$ 4% East Pier Rehabilitation 50,000$ 0% Facilities Facility Audit 60,000$ 0% SCC Expansion 2,171,000$ 0% PB Lighthouse 1,506,250$ 0% Marine Musuem 98,418$ carry over from 2024, no levy impact Planning and Development Official Plan Review 30,000$ 0% Municipality of Bayham Appendix B: 2025 Q1 Capital Expense Variance Report P a g e | 1 This document contains confidential, proprietary, and trade secret information of RBC Royal Bank of Canada and may not be disclosed to third parties or duplicated without the prior written consent of RBC Royal Bank of Canada. INVESTMENT OPTIONS THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APRIL 9, 2025 GUARANTEED INVESTMENT CERTIFICATES RBC offers a wide range of CAD term investment options to meet your needs. Below you will find the details for our Prime-Linked Cashable GIC and various terms of our Non-Redeemable GICs. Principal and interest as described are Guaranteed by RBC Royal Bank. Rates are calculated on a per annum basis. 1) Prime-Linked Cashable GIC: The Prime-Linked Cashable GIC is a one-year cashable GIC with an annual interest rate linked to changes in the RBC Royal Bank Canadian prime interest rate. Cashable in part or full at any time with interest paid if held 30 days or longer. Tier Rate $1,000,000 and over 2.95% *** Rates are applicable today and are subject to change. *** What you should know about the RBC Prime-Linked Cashable GIC: • The prime interest rate is a reference rate for determining interest rates on Canadian dollar commercial loans in Canada and is subject to change. Should the prime interest rate change during the term of your investment, the annual interest rate of this GIC is automatically adjusted. • If the Royal Bank Prime decreases, this interest rate will also decrease. • No interest is paid if cashed within 29 days and a $25.00 administration fee will apply. • The current rate of 2.95% applies to amounts of $1MM - $50MM. Lesser amounts will pay lesser interest rates. • Should any partial redemptions be made to this GIC, the interest rate will reduce (depending on which tier it falls into). Interest Paid Semi-Annually or at Maturity [%] Term To Maturity $5,000 to $49,999.99 $50,000 to $99,999.99 $100,000 to $249,999.99 $250,000 to $999,999.99 $1,000,000 and over 1 year term 2.50 2.50 2.50 2.70 2.95 *** Rates are applicable today and are subject to change. *** P a g e | 2 This document contains confidential, proprietary, and trade secret information of RBC Royal Bank of Canada and may not be disclosed to third parties or duplicated without the prior written consent of RBC Royal Bank of Canada. 2) Non-Redeemable GIC: This GIC offers a fixed rate of interest for a specific term, with both principal and interest payments guaranteed. There are a wide choice of terms and options. Funds are not available prior to the maturity date. Term RBC Non-Redeemable Guaranteed Investment Certificate Rate 30 days 2.83% 60 days 2.92% 90 days 2.90% 120 days 2.89% 150 days 2.87% 180 days 2.85% 270 days 2.74% 1 year 2.80% 18 month 2.79% 2 year 2.88% 3 year 3.04% 4 year 3.23% 5 year 3.43% *** Rates are applicable today and are subject to change. *** 3) One-Year Cashable: This GIC offers a fixed rate of interest for one year on minimum investment of $1,000 to a maximum of $999,999.99, with both principal and interest payments guaranteed. It’s cashable at any time, and interest is paid right up to the day it’s cashed as long as you’ve held the investment for 30 days or more. Term RBC Non-Redeemable Guaranteed Investment Certificate Rate 1 year 2.20% *** Rates are applicable today and are subject to change. *** 1Lorne JamesFrom:Perry, Michael <michael.perry@rbc.com>Sent:April 7, 2025 4:44 PMTo:Lorne JamesSubject:RE: Introduction CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when clicking links or opening attachments unless you recognize the sender and know the content is safe. Hello Lorne, As per our conversation this afternoon, here are the details you asked me to email you:  RBC Dominion Securities is Canada’s largest full service brokerage firm that offers RBC and external investment offerings to our clients  All quotes are current market rates and can change at the market timing  There was only one bond that met your criteria - $5MM, rated A, over 3% yield and around the 1 year maturity. It is a RBC bond due June 23, 2026 with a current of 3.117%.  As a comparison, the 1 year GIC from RBC is yielding 2.75% Please let me know if you have any questions or need additional information. Thank you, Michael Michael Perry, CFA |Portfolio Manager, Perry Wealth Management | RBC Wealth Management | RBC Dominion Securities | T. 519-539-9277 | www.MichaelPerry.com | Important: We cannot accept trading instructions via e-mail. Please call in order to discuss potential transactions for your account  Team Members: Shelley Craig, Wealth Advisor | T. 519-539-1945 | shelley.craig@rbc.com Tania Holm, Assistant | T. 519-539-5033 | tania.holm@rbc.com 1Lorne JamesFrom:Dorr, William <wdorr@cgf.com>Sent:April 7, 2025 12:51 PMTo:Lorne JamesCc:Wu, Kelvin; Salvino, Erika (Wealth Management)Subject:RE: Investments | Canaccord Genuity CAUTION: This email originated from outside of the Municipality of Bayham email system. Please use caution when clicking links or opening attachments unless you recognize the sender and know the content is safe. Hi Lorne,   It was nice speaking with you today and I have included the latest investment opƟons for your review:  Guaranteed Investment Certificates    Issuer Credit Rating & Guarantee Term Rate YNCU (*Min $5M) $250,000 Guarantee by FSRA 3 Year Fixed 3.80% Haventree Bank (*Min $1M) $100,000 Guarantee by CDIC 3.76% Coast Capital Savings (*Min $1M) BBB (high) – $100,000 Guarantee by CDIC 3.75%    Meridian Credit Union (*Min $5M) $250,000 Guarantee by FSRA 3.72% Sunshine Coast Credit Union 100% Guarantee by CUDIC 3.65% Home Trust BBB – $100,000 Guarantee by CDIC 3.58% General Bank of Canada $100,000 Guarantee by CDIC 3.56% Equitable Bank BBB (high) – $100,000 Guarantee by CDIC 3.54% Concentra Bank BBB (high) – $100,000 Guarantee by CDIC 3.54% Laurentian Bank BBB – $100,000 Guarantee by CDIC 3.51% HomeEquity Bank BBB (low) – $100,000 Guarantee by CDIC 3.49% Cornerstone Credit Union (*Min $500K) 100% Guarantee by CUDGC 3.26%  2FirstOntario Credit Union (*Min $1M) $250,000 Guarantee by FSRA 3.25% Innovation Federal Credit Union BBB (high) – $100,000 Guarantee by CDIC 3.15% First West Credit Union (*Min $1M) BBB (high) – 100% Guarantee by CUDIC 3.10% Royal Bank of Canada AA (high) – $100,000 Guarantee by CDIC 3.05% Bank of Nova Scotia AA – $100,000 Guarantee by CDIC 3.05% National Bank of Canada (*Min $1M) AA – $100,000 Guarantee by CDIC 3.00% YNCU (*Min $5M) $250,000 Guarantee by FSRA 2 Year Fixed 3.80% Coast Capital Savings (*Min $1M) BBB (high) – $100,000 Guarantee by CDIC 3.70% Meridian Credit Union (*Min $5M) $250,000 Guarantee by  FSRA 3.62% Haventree Bank (*Min $1M) $100,000 Guarantee by CDIC 3.62% Sunshine Coast Credit Union 100% Guarantee by CUDIC 3.55% HomeEquity Bank BBB (low) – $100,000 Guarantee by CDIC 3.49% General Bank of Canada $100,000 Guarantee by CDIC 3.49% Equitable Bank BBB (high) – $100,000 Guarantee by CDIC 3.48% Concentra Bank BBB (high) – $100,000 Guarantee by CDIC 3.48% Home Trust BBB – $100,000 Guarantee by CDIC 3.48% Laurentian Bank BBB – $100,000 Guarantee by CDIC 3.48% FirstOntario Credit Union (*Min $1M) $250,000 Guarantee by FSRA 3.25% Cornerstone Credit Union (*Min $500K) 100% Guarantee by CUDGC 3.18% Innovation Federal Credit Union BBB (high) – $100,000 Guarantee by CDIC 3.15% Royal Bank of Canada AA (high) – $100,000 Guarantee by CDIC 3.00% Bank of Nova Scotia AA – $100,000 Guarantee by CDIC 3.00% First West Credit Union (*Min $1M) BBB (high) – 100% Guarantee by CUDIC 3.00% National Bank of Canada (*Min $1M) AA – $100,000 Guarantee by CDIC 2.95% YNCU (*Min $5M) $250,000 Guarantee by FSRA 18 Month Fixed 3.90% Coast Capital Savings (*Min $1M) BBB (high) – $100,000 Guarantee by CDIC 3.65%  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4Bank of Nova Scotia R‐1 (high) – $100,000 Guarantee by CDIC 3.00% Royal Bank of Canada R‐1 (high) – $100,000 Guarantee by CDIC 3.00% First West Credit Union (*Min $1M) R‐1 (low) – 100% Guarantee by CUDIC 3.00%  All the best! William  William Dörr Senior Investment Advisor | Cash Management Group Canaccord Genuity Corp. 2500-1133 Melville Street, Vancouver, BC T: +1.604.643.0101 E: wdorr@cgf.com / cgcashgroup.ca MEMBER OF THE CANADIAN INVESTOR PROTECTION FUND  From: Lorne James <LJames@bayham.on.ca>  Sent: April 7, 2025 9:37 AM To: Dorr, William <wdorr@cgf.com> Subject: RE: Investments | Canaccord Genuity   [Caution: External Message] William, Send over the latest.  Lorne    REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: April 17, 2025 REPORT: CL-01/25 SUBJECT: 2026 MUNICIPAL ELECTION METHOD OF VOTE BACKGROUND In accordance with the Municipal Elections Act (MEA), municipal elections are to be held every four years and voting day is to be held on the fourth Monday in October. The next municipal election is to be held on Monday, October 26, 2026. Pursuant to the MEA, the municipal Clerk is responsible for conducting the municipal election and establishing all procedures, forms and providing for any matters necessary for conducting the election. However, there are certain matters related to the election that do require Council consideration and direction. Section 42(1) of the MEA states that the Council of a local municipality may pass by-laws: (a) authorizing the use of voting and vote-counting equipment such as voting machines, voting recorders or optical scanning vote tabulators; and (b) authorizing electors to use an alternative voting method, such as voting by mail or by telephone, that does not require electors to attend a voting place in order to vote. At its March 17, 2022 meeting, Council received Report CL-07/22 re Municipal Election Information. Council passed the following motion, in part, in regards to the 2022 method of vote for the 2022 Municipal Election: Moved by: Councillor Donnell Seconded by: Councillor Froese THAT Report CL-07/22 re 2022 Municipal Election Information be received for information; THAT Council approve paper based, traditional ballot, vote anywhere, live voters list as the method of vote for the 2022 Municipal Election; […] Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x Bayham has historically conducted elections utilizing polling stations with paper ballots with no vote-counting equipment thus not requiring an alternative voting method by-law to be passed. A motion to identify the method was sufficient. In response to the COVID-19 pandemic, the above section of the MEA was amended in 2020 to require a decision on alternative voting methods be made by May 1st in the year of an election rather than in the year before. Staff are presenting this report for Council to consider the 2026 municipal election method to ensure adequate planning and execution from the direction provided. DISCUSSION Since amalgamation, Bayham has employed versions of a traditional poll-based, paper ballot voting and count method. A brief summary of previous Municipal Elections is as follows: YEAR VOTER TURN OUT VOTING METHOD 2022 24.79% Traditional Paper Ballot 2018 21.25% Traditional Paper Ballot 2014 30.67% Traditional Paper Ballot 2010 31.67% Traditional Paper Ballot 2006 33.63% Traditional Paper Ballot 2003 35.20% Traditional Paper Ballot 2000 36.73% Traditional Paper Ballot Based on recent Province-wide elections data, Bayham’s voter turnout has been lower than the Provincial average over at least the last three election cycles. Several voting methods are utilized in municipal elections across Ontario and can be summarized into the categories of In-Person, Postal, Online or any combination thereof as a hybrid approach. General information and the advantages and disadvantages of each are outlined below: In-Person Traditional in-person voting is the oldest and most familiar method of casting ballots. This method requires voters to physically visit a polling station either during advanced voting periods or on Election Day. Advantages • Familiarity: As the longest-standing method, in-person voting requires fewer campaigns and advertisements to educate voters about the process. • Voter Assistance: Election officials are present to provide immediate assistance and guidance to voters ensuring that ballots are correctly completed and submitted. • Perceived Trustworthiness: Some voters still prefer in-person voting due to its observable and transparent process, which fosters trust in the outcome. • Identity Verification: Polling station staff can directly verify the identity of voters and uphold the integrity of their ballots, free from concerns about cyber threats or online security issues. • Social Engagement: Voting in person promotes civic engagement and community participation allowing voters to interact with one another. Disadvantages • Accessibility: Despite ongoing efforts to improve accessibility, in-person voting can still present physical barriers for voters with disabilities or those unable to visit polling stations due to illness or location. • Local Bias: This applies in destination municipalities, such as beachfront and cottage communities where a percentage of the land is owned by those who live in other municipalities. Physical ballot casting would not readily permit this demographic from casting a ballot unless they were able to attend a poll or appoint a proxy • Long Wait Times: During peak voting hours, such as before work or after business hours, long lines can deter voters. • Limited Voting Hours: In-person voting is confined to specific hours on advanced poll days and Election Day, which may not accommodate voters with busy schedules or unexpected conflicts. Inclement weather or external events can further disrupt turnout. • Health Concerns: In-person voting involves the highest level of human contact compared to other voting methods, raising safety concerns for some voters. • Polling Station Employees: Finding qualified and willing individuals to staff polling stations has become increasingly difficult, posing logistical challenges during elections. Additional Information With an in-person voting method, considerations for voting locations need to be a consideration. The election may be structured to only vote at a location in your ward or it can be vote at any location within the Municipality. Either option requires multiple voting locations to be secured and staffed. An in-person voting method also allows for proxy voting. Proxy voting permits an elector to delegate their voting power to another person ensuring their vote is cast even if they themselves cannot attend in person. To do this, the elector must pre-select their proxy and submit a completed form to the Municipal Clerk to be certified. This has some benefits and challenges. The vote counting process can differ for in-person voting. As mentioned above, Bayham has historically hand-counted ballots but the use of tabulators is also a consideration. The use of tabulators would require equipment rentals and specific ballots to be used that are compatible with the equipment. Costs for tabulators are discussed later in the Report. Postal Postal voting is submitting your votes by mail. In this method, paper ballots along with a postage-paid envelope are mailed as a kit to voters who then cast their vote and return the ballot to the municipality. Returns can be made either via postal service or by depositing them in a secure drop box location designated by the municipality any time before Election Day. Advantages • Increased Voting Opportunities: Individuals with illnesses or those traveling abroad or those who live elsewhere, can participate in elections without the need to be physically present at a polling station. This expands voting opportunities for those who might otherwise be unable to vote. • Enhanced Voter Experience: Eliminating the need for travel and wait times improves the overall voting experience for electors. • Greater Accessibility and Equality: Postal voting enhances secrecy and autonomy for electors with disabilities, allowing them to vote unassisted and anonymously. • Attraction of Voters: The convenience of postal voting can attract more voters, potentially increasing overall voter turnout by making it easier for people to participate in the electoral process. Disadvantages • Fraud or Coercion: Voting in an uncontrolled environment can lead to coercion or ballot interception. While voters are required to take an oath verifying their identity, completely ensuring the voter's identity remotely is challenging. • Dependence on Postal Service: The effectiveness of postal voting is reliant on the postal service, which may face disruptions or inefficiencies. • Reliability and Security: There is a risk of ballots being damaged or lost in transit. Additionally, voters may not fully understand the instructions, leading to incorrectly submitted ballots without the required signed paperwork. • Social Networking: Voting traditionally serves as a social activity. Postal voting might diminish this, as it encourages individuals to vote independently rather than as part of a communal event. This could lead to a less engaged electorate. Additional Information The vote counting process for postal voting may be done through hand counting ballots or use of tabulators. A secure location to store the incoming votes until Election Day would be required. Online Online voting is through the internet and telephone. Online voting allows electors to cast their ballots from their homes or anywhere in the world during the designated voting period. This digital shift eliminates manual paper ballots, leading to expedited tabulation of results. Online voting presents a modern, efficient, and accessible way for electors to participate in the democratic process. Advantages • Attraction of Younger Voters: The convenience of online voting is likely to appeal to younger generations. • Greater Accessibility and Equality: Online voting enhances secrecy and autonomy for electors with disabilities, allowing them to vote unassisted and anonymously. Online voting also allows for the establishment of a voting period, which can give electors an extended period of multiple days leading up to vote day to cast their ballot. • Increased Voting Opportunities: Individuals with illnesses or those traveling abroad or those who live elsewhere, can participate in elections without the need to be physically present at a polling station. This expands voting opportunities for those who might otherwise be unable to vote. • Instant Vote Tabulation: Provides for immediate vote tabulation, providing faster results (i.e. within 15 minutes of the end of voting). • Enhanced Voter Experience: Eliminating the need for travel and wait times improves the overall voting experience for electors. • Environmental Benefits: The reduction in paper usage makes online voting an environmentally desirable option. Disadvantages • Reliability and Security: Online voting systems may be vulnerable to technical failures and security breaches. • Access: While online voting can increase accessibility for many, it can also create disparities as not all voters have access to high-speed internet. • Education: Introducing online voting requires substantial education and communication efforts. • Social Networking: Voting traditionally serves as a social activity. Online voting might diminish this, as it encourages individuals to vote independently rather than as part of a communal event. This could lead to a less engaged electorate. • Fraud or Coercion: Voter notification cards, which contain unique passwords necessary for casting a vote, can be intercepted. Unlike in-person voting, verifying the voter's identity remotely is challenging. Although multi- factor authentication can mitigate some risks, it cannot fully eliminate the possibility of fraudulent activities. Additional Information With an online voting method, a voting period is established rather than specific voting days and a third-party company would be contracted to facilitate the backend processes. Staff would have a physical location set up as a “help center” during the voting period including some evening and weekend timeslots to ensure those who work during the day can vote in-person should they wish to, or require support. The help center would assist those who have questions of the process or do not have their own devices or internet to complete their votes. Hybrid Hybrid approaches whereby multiple voting methods are used together may also be a consideration. Hybrid methods may help to eliminate some barriers/disadvantages but will result in higher costs as the full scope and efforts of each method would still be required to provide for a full-service election as staff will not know until the election by what method electors choose to vote if given multiple options. Staff are not supportive of a hybrid approach for the 2026 Municipal Election. Financial Considerations Bayham has historically funded its elections through annual Election Reserve transfers to ensure proper funding in the year of the election. Annual Reserve transfers spreads out the cost of the election, reducing the tax levy impact in an election year. Aggregated financial allocations and expenditures by year for the 2018 and 2022 Municipal Elections are below for Council’s information: Year Reserve Transfer Election Expenditure 2015 $10,000 $0 2016 $10,000 $0 2017 $10,000 $5,867 2018 $10,000 $39,642 2019 $10,000 $338 2020 $10,000 $322 2021 $10,000 $0 2022 $15,000 $48,189 In respect of the 2026 Municipal Elections, Council has allocated $45,000 so far through Capital Budget reserve transfers, with an additional $15,000 planned to be levied in 2026. The total allocation for the 2026 election is projected to be $60,000. The above-noted methods for an election all have different price tags. Below outlines the estimates of what could be expected with the choice of method: Type Cost Estimate* Includes In-person – hand count $50,000.00 Voterview, ballots, election officials, misc. In-person – tabulators $60,000.00 Voterview, ballots, election officials, tabulator rental, misc. Postal – hand count $35,000.00 Voterview, ballots/mail kits, postage, misc. Postal – tabulators $45,000.00 Voterview, ballots/mail kits, postage, tabulator rental, misc. Internet/Telephone $25,000.00 Voterview, third-party vendor costs, security audit, misc. *Based on 5500 eligible electors / full-time staff wage not included. Full-time staff costs are greatest with in-person vote methods and least with Internet/Telephone. Based on the above estimates, an internet/telephone election would be the most cost-effective option and would mean that Council would not have to allocate $15,000 from the levy in 2026, reducing the needed levy by ~0.2 percent. Additional savings could also occur with choosing internet/telephone because neighbouring municipalities in Elgin, Oxford, and Middlesex Counties are in discussions of doing joint procurement for an internet/telephone third-party vendor which would provide a better rate per elector. Council has encouraged joint procurement where possible in other functional areas such as Fire and Public Works. There is a cost advantage of employing the same approach for the 2026 Municipal Election. Conclusion Each election method comes with its own benefits, costs, and potential risks to be evaluated to determine which provides the greatest benefit to electors and candidates. Today, many people use the internet to shop, bank, pay bills, or conduct other forms of business online. These services are not only accessed on personal computers, but also on tablets and smart phones. The success of such e-services has reached the point where its availability is expected by most. As municipal election administration evolves in Ontario, Bayham has an opportunity to modernize and improve voter experience by enabling electors to vote without geographic restriction as well as maximize accessibility and convenience to electors without increasing taxes to do so. Added voter accessibility may assist in increasing voter turnout, which has been lagging in Bayham particularly over the last two election cycles. Choosing an online method for 2026 also assists staff as a number of processes can then be shared with the neighbouring municipalities especially if the same third-party vendor is procured. Developing procedures, forms, advertisements etc. can also be established together which in-turn would allow for a better balance of continuing regular operations which ultimately also benefits the electors. In addition, it is worth noting that, over the last two Municipal elections, it has become increasingly difficult to recruit and retain volunteer election officials to assist with in-person poll locations. In 2022, a number of municipal staff had to assist with poll administration and vote counting due to a shortage of volunteers. Staff recommend using internet/telephone voting for the 2026 Municipal Election. Should this method of vote be approved, staff would further state that on Election Day the Straffordville Community Centre be staffed as a centralized internet polling station, for persons to attend should they not have adequate access to internet. This Election Day service would be further supported by advance voting utilizing remote internet voting established by the Clerk where persons could vote remotely including utilizing the Municipal Libraries, both of which have fibre internet technology. Staff would also add the following commentary on the main considerations against internet/telephone voting. In theory, unsupervised voting enhances voter accessibility at the expense of relinquishing some oversight with respect to the verification of voter identity and behaviour. It has been argued that some of the principles of the MEA cannot be fully upheld by a voting method whereby direct supervision of electors does not occur. It is important to note, however, that Section 89 of the MEA clearly bestows certain responsibilities on the voter such as ensuring that one is entitled to vote prior to doing so as well as ensuring that one does not vote more times than allowable. To some, unsupervised voting facilitates the potentiality of these offences, but to others it simply highlights the fact that, pursuant to the MEA, overall accountability of voting rests with each individual voter. Voter impersonation, coercion, and fraud are concerns with any method of vote which are mitigated through the design of any voting system, regardless of whether it is a supervised or unsupervised model. The same arguments against alternative methods of voting can also be made against Section 44 of the MEA which permits voting by proxy, which has historically been utilized by the Municipality of Bayham, albeit to a limited degree. Any of the aforementioned service enhancements deliver a progressive election experience. Based on the practical research conducted to date and the composition of products currently available, the use of remote internet/telephone voting does not objectively elevate risks beyond what is deemed to be acceptable. In fact, the secured use of remote internet/telephone voting serves to enhance and support many of the fundamental principles contained therein, most notably that an election must be made accessible to all voters. Internet/telephone voting offers a new way with which to potentially engage or re-engage underrepresented electors. In the same way, it complements existing municipal modernization efforts which establishes the foundations with which to encourage and embrace innovation, bolster transparency and accountability, and leverage technology to better support civic participation. Although voting is only one aspect of community participation, it is an important one. Often referred to as the cornerstone of democracy, elections serve to reinforce the legitimacy of the political process. STRATEGIC PLAN 3.1: Quality of Governance > To undertake strategies and technology and knowledge capital investments that continuously improve a service-oriented governance approach in Bayham. Initiative(s): Continue to address and evaluate technology and communication opportunities 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not Applicable. 3.3: Quality of Governance > To strategically engage in partnerships, joint ventures and other collaborative activities that leverage the Municipality’s resources and capabilities in order to achieve enhanced efficiencies and benefits for the community and its residents. Initiative(s): Not Applicable. RECOMMENDATION THAT Report CL-01/25 re 2026 Municipal Election Method of Vote be received for information; AND THAT Council approve internet/telephone voting as the alternative voting method for the 2026 municipal election; AND THAT the appropriate alternative voting method by-law be presented to Council for enactment; AND THAT staff be directed to participate in any regional joint procurement process, where possible, for the acquisition of internet/telephone voting services for the 2026 Municipal Election; AND THAT staff be authorized to execute any agreements necessary to implement internet/telephone voting for the 2026 Municipal Election. Respectfully Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-021 A PROVISIONAL BY-LAW TO PROVIDE FOR DRAINAGE WORKS IN THE MUNICIPALITY OF BAYHAM IN THE COUNTY OF ELGIN KNOWN AS THE BARTLEY DRAIN WHEREAS the Engineer Spriet Associates on behalf of the Municipality of Bayham in accordance with Section 78(1) of the Drainage Act, R.S.O. 1990, requests that the following lands and roads be drained by drainage works: Parts of Lots 4 to 9, Concessions 8 and 9 in the Municipality of Bayham; AND WHEREAS, the Council of the Municipality of Bayham has procured Engineer Report No. 224135, prepared by Spriet Associates, dated February 20, 2025, which is attached hereto as Schedule "A", and forms part of this By-law; AND WHEREAS the estimated total cost of the drainage work is $16,000.00; AND WHEREAS the Council is of the opinion that the drainage of the area is desirable; NOW THEREFORE the Council of the Municipality of Bayham enacts as follows: Engineer Report No. 224135, dated February 20, 2025 and attached hereto, is hereby adopted and the drainage works as therein indicated and set forth are hereby authorized and shall be completed in accordance therewith; The Corporation of the Municipality of Bayham may borrow, on the credit of the Corporation, the amount of $16,000.00 being the amount necessary for the drainage works or other tendered and awarded amount by Council; 3 The Corporation may arrange for the issue of debentures on its behalf for the amount borrowed less the total amount of, a) grants received under Section 85 of the Act; b) commuted payments made in respect of lands and roads assessed within the municipality; c) monies paid under Subsection 61(3) of the Act; and monies assessed in and payable by another municipality, and such debentures shall be made payable within five (5) years from the date of the debenture and shall bear interest at the rate established by the Ontario Ministry of Agriculture, Food and Rural Affairs pursuant to the Tile Drainage Act as of the date of passing of this By-law. 2 - A special equal rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands and roads as set forth in the attached Schedule "A" to be collected in the same manner and at the same time as other taxes are collected in each year for five (5) years after the passing of this by-law. 4. For paying the amount of $0 being the amount assessed upon the lands and roads belonging to or controlled by the municipality, a special rate sufficient to pay the amount assessed plus interest thereon shall be levied upon the whole rateable property in the Municipality of Bayham in each year for five (5) years after the passing of this Provisional By-law to be collected in the same manner and at the same time as other taxes are collected. All assessments of $500.00 or less are payable in the first year in which the assessment is imposed. F) This By-law comes into force on the passing thereof. READ A FIRST AND SECOND TIME this 20th day of MARCH, 2025 and provisionally adopted this 20th day of MARCH, 2025. a:VL MAYOR CLERK READ A THIRD TIME AND FINALLY PASSED this day of MAYOR CLERK Municipality of Bayham BARTLEY DRAIN REASSESSMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-028 A PROVISIONAL BY-LAW TO PROVIDE FOR DRAINAGE WORKS IN THE MUNICIPALITY OF BAYHAM IN THE COUNTY OF ELGIN KNOWN AS THE COUNTY ROAD 43 DRAIN WHEREAS the Engineer Spriet Associates on behalf of the Municipality of Bayham in accordance with Section #78(1) of the Drainage Act, R.S.O. 1990, requests that the following lands and roads be drained by drainage works: Parts of Lot 1, Concession 3 in the Municipality of Bayham; AND WHEREAS, the Council of the Municipality of Bayham has procured Engineer Report No. 224307, prepared by Spriet Associates, dated March 28,2025 which is attached hereto as Schedule “A”, and forms part of this By-law; AND WHEREAS the estimated total cost of constructing the drainage work is $17,800.00; AND WHEREAS the Council is of the opinion that the drainage of the area is desirable; NOW THEREFORE the Council of the Municipality of Bayham enacts as follows: 1. Engineer Report No. 224307, dated March 28, 2025 and attached hereto, is hereby adopted and the drainage works as therein indicated and set forth are hereby authorized and shall be completed in accordance therewith; 2 The Corporation of the Municipality of Bayham may borrow, on the credit of the Corporation, the amount of $17,800.00 being the amount necessary for the drainage works or other tendered and awarded amount by Council; 3 The Corporation may arrange for the issue of debentures on its behalf for the amount borrowed less the total amount of, (a) grants received under Section #85 of the Act; (b) commuted payments made in respect of lands and roads assessed within the municipality; (c) monies paid under Subsection #61(3) of the Act; and monies assessed in and payable by another municipality, and such debentures shall be made payable within five (5) years from the date of the debenture and shall bear interest at the rate established by the Ontario Ministry of Agriculture, Food and Rural Affairs pursuant to the Tile Drainage Act as of the date of passing of this By-law. - 2 - A special equal rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands and roads as set forth in the attached Schedule "A" to be collected in the same manner and at the same time as other taxes are collected in each year for five (5) years after the passing of this by-law. 4. For paying the amount of $0 being the amount assessed upon the lands and roads belonging to or controlled by the municipality, a special rate sufficient to pay the amount assessed plus interest thereon shall be levied upon the whole rateable property in the Municipality of Bayham in each year for five (5) years after the passing of this Provisional By-law to be collected in the same manner and at the same time as other taxes are collected. 5. All assessments of $500.00 or less are payable in the first year in which the assessment is imposed. 6. This By-law comes into force on the passing thereof. READ A FIRST AND SECOND TIME this 17th day of APRIL, 2025 and provisionally adopted this 17th day of APRIL, 2025. ____________________________ _____________________________ MAYOR CLERK READ A THIRD TIME AND FINALLY PASSED this day of . ____________________________ _____________________________ MAYOR CLERK COUNTY ROAD 43 DRAIN- ALGAR EXTENSION THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-029 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM AND DUNCOR ENTERPRISES INC. WHEREAS the Municipality of Bayham, through Elgin County, contracts for the completion of various surface treatment applications; AND WHEREAS the County of Elgin issued Tender 2025-T13, being a tender for road surface treatment; AND WHEREAS Duncor Enterprises Inc. was the successful bidder for Tender 2025-T13; AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of entering into an agreement with Duncor Enterprises Inc. for surface treatment applications; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Chief Administrative Officer be and are hereby authorized to execute the Agreement attached hereto as Schedule “A” and forming part of this by- law between The Corporation of the Municipality of Bayham and Duncor Enterprises Inc., being an agreement respecting surface treatment applications; 2. 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 17th DAY OF APRIL, 2025. ___________________________ _____________________________ MAYOR CLERK Page 1 of 3 THIS AGREEMENT DATED THE 17th DAY OF APRIL, 2025 BETWEEN: The Corporation of the Municipality of Bayham (Hereinafter called the “Municipality” of the First Part and Duncor Enterprises Inc. (Hereinafter called the "Contractor") of the Second Part WHEREAS the Municipality, through Elgin County, contracts for the completion of various surface treatment applications; NOW THEREFORE IN CONSIDERATION OF the mutual covenants herein contained, the payments required hereby, and such other consideration as the parties hereto deem acceptable, the parties agree as follows: Section 1 - General Provisions 1.1 A general description of work is to provide all the labour, equipment and materials required for Surface Treatment in the Municipality of Bayham pursuant to Elgin County Tender 2025-T13; 1.2 In respect of such work and except as otherwise specifically provided, the Contractor, at his own expense, shall provide all and every kind of labour, machinery, plant, structures, roadways and materials necessary for the due execution and completion of all the work set out in this Contract and shall forthwith according to the instructions of the Municipality commence the works and diligently execute the respective portions thereof; and deliver the works complete in every particular to the Municipality within the time specified in the Tender. 1.3 Elgin County Tender 2025-T13 shall form part of this Agreement. 1.4 The Contractor shall be responsible for any damage made to Municipal or private property. Any damage will be repaired at the expense of the Contractor and approved by the Municipality. 1.5 The Contractor shall maintain and pay for Comprehensive General Liability Insurance in an amount of not less than two million ($2,000,000.00) naming the Municipality of Bayham as an additional insured in respect of all operations performed by or on behalf of the Municipality. The coverage shall not be altered, cancelled or allowed to expire or lapse without thirty (30) days prior written notice to the Municipality. A Certificate of Insurance shall be filed with the Municipality upon the signing of the Agreement and be maintained in place for the duration of the agreement. Page 2 of 3 1.6 The Contractor shall agree to fulfil all of his obligations in compliance with the Occupational Health and Safety Act and further agrees to take responsibility for any health and safety violation that may occur. The Contractor shall indemnify and save harmless the Municipality from any and all charges, fines, penalties and costs that may be incurred of paid by the Municipality. 1.7 The contractor shall provide a Certificate from Workplace Safety and Insurance Board indicating that all payments by the Contractor to the WSIB in conjunction with this Agreement have been made and that the Municipality will not be liable to the Board for future payments in connection with the Agreement. The Certificate shall be provided upon signing of the Agreement and yearly thereafter until the expiry or termination of this Agreement. Section 2 – Administration 2.1 This Agreement shall take effect on the 17th day of April, 2025 and shall remain in effect until December 31, 2025. 2.2 Payment shall be made net thirty (30) calendar days following receipt of invoice. 2.3 Any notice required to be given under this Agreement must be in writing to the applicable address set out below: (a) in the case of the Municipality: Municipality of Bayham PO Box 160 56169 Heritage Line Straffordville, ON N0J 1Y0 Office: (519) 866-5521 Email: eroloson@bayham.on.ca (b) in the case of the Contractor: Duncor Enterprises Inc. 101 Big Bay Point Road Barrie, ON L4N 8M5 Email: brianduncan@duncor.ca 2.4 In construing this Agreement, words in the singular shall include the plural and vice versa and words importing the masculine shall include the feminine, and the neuter and vice versa, and words importing persons shall include corporations and vice versa. Page 3 of 3 IN WITNESS WHEREOF the parties have duly executed this Agreement this 17th day of April, 2025. Authorized by ) THE CORPORATION OF THE Bayham By-law No. 2025-029 ) MUNICIPALITY OF BAYHAM ) ) ) _____________________________ ) Mayor ) ) _____________________________ ) Chief Administrative Officer ) WITNESS WHEREOF the part of the Second Part has hereunto set is hand and seal. SIGNED, SEALED AND DELIVERED, this 17th day of April, 2025. In the presence of ) ) ) _______________________ ) ______________________________ Witness: ) Duncor Enterprises Inc. 2025-T13 - Microsurfacing and Surface Treatment Vendor Details Company Name:Duncor Enterprises Inc. Address: 101 Big Bay Point Road Barrie, Ontario L4N 8M5 Contact:Brian Duncan Email:brianduncan@duncor.ca Phone:705-730-1999 Fax:705-730-7977 HST#:126314889RT0001 Submission Details Created On:Tuesday March 11, 2025 16:14:26 Submitted On:Friday March 28, 2025 11:08:25 Submitted By:Brian Duncan Email:brianduncan@duncor.ca Transaction #:3fba77a4-8568-40ad-9bec-9984d15712ef Submitter's IP Address:72.138.132.226 Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. Schedule of Prices The Bidder hereby Bids and offers to enter into the Contract referred to, and to supply and do all the Work which is set out or called for in this Bid, at the unit prices, and/or lump sums, hereinafter stated. HST is additional. Part 1 - County of Elgin Roads In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 1.1 Supply all labour, equipment and materials to place SINGLE  Surface Treatment (SST) using CLASS 5 aggregate (1/4"  Quarry Granite) SST - Class 5 m2 173180 $4.4900 $ 777,578.20 1.2 Supply all labour, equipment and materials to place  Microsurfacing, Type 3 Single Application Micro Type 3 m2 13790 $4.2400 $ 58,469.60 1.3 Supply and Install Tack Coat on all existing surfaces prior  to placement of Microsurfacing Microsurfacing m2 13790 $0.2500 $ 3,447.50 Subtotal:$ 839,495.30 Part 2 - Township of Malahide In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the Township of Malahide, at the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 2.1 Supply all labour, equipment and materials to place SINGLE  Surface Treatment (SST) using CLASS 5 aggregate (1/4"  Quarry Granite) SST - Class 5 m2 199630 $4.4900 $ 896,338.70 2.2 Supply all labour, equipment and materials to place  DOUBLE Surface Treatment (DST) using CLASS 2 base  and CLASS 6 top DST - Class 2 & 6 m2 22410 $7.9300 $ 177,711.30 Subtotal:$ 1,074,050.00 Part 3 - Municipality of Bayham In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the Municipality of Bayham, at the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 3.1 Supply all labour, equipment and materials to place SINGLE  Surface Treatment (SST) using CLASS 5 aggregate (1/4"  Quarry Granite) SST - Class 5 m2 7700 $4.4900 $ 34,573.00 3.2 Supply all labour, equipment and materials to place  DOUBLE Surface Treatment (DST) using CLASS 2 base  and CLASS 6 top DST - Class 2 & 6 m2 7700 $7.9300 $ 61,061.00 Subtotal:$ 95,634.00 Part 4 - Municipality of Central Elgin (Provisional) In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the Municipality of Central Elgin, at the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 4.1 Supply all labour, equipment and materials to place SINGLE  Surface Treatment (SST) using CLASS 6 aggregate SST - Class 6 m2 13342 $4.3400 $ 57,904.28 4.2 Supply all labour, equipment and materials to place  DOUBLE Surface Treatment (DST) using CLASS 2 base  and CLASS 6 top DST - Class 2 & 6 m2 68107 $7.9300 $ 540,088.51 4.3 Supply all labour, equipment and materials to place  Microsurfacing, Type 3 Single Application Micro Type 3 m2 2800 $4.2400 $ 11,872.00 4.4 Supply and Install Tack Coat on all existing surfaces prior  to placement of Microsurfacing Microsurfacing m2 2800 $0.2500 $ 700.00 Subtotal:$ 610,564.79 Part 5 - Township of Southwold (Provisional) In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the Township of Southwold, at the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 5.1 Supply all labour, equipment and materials to place SINGLE  Surface Treatment (SST) using CLASS 6 aggregate SST - Class 6 m2 24440 $4.3400 $ 106,069.60 5.2 Supply all labour, equipment and materials to place  DOUBLE Surface Treatment (DST) using CLASS 2 base  and CLASS 6 top DST - Class 2 & 6 m2 2600 $7.9300 $ 20,618.00 Subtotal:$ 126,687.60 Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. Part 6 - Municipality of Dutton Dunwhich In accordance with the requirements of the tender, the Bidder hereby offers to complete the work specified for the Municipality of Dutton Dunwich, at the following prices: Line Item Description of Work Surface Type Unit Est. Qty.Unit Price *Total 6.1 Supply all labour, equipment and materials to place  DOUBLE Surface Treatment (DST) using CLASS 2 base  and CLASS 6 top DST - Class 2 & 6 m2 26600 $7.9300 $ 210,938.00 Subtotal:$ 210,938.00 Summary Table Bid Form Amount Part 1 - County of Elgin Roads $ 839,495.30 Part 2 - Township of Malahide $ 1,074,050.00 Part 3 - Municipality of Bayham $ 95,634.00 Part 4 - Municipality of Central Elgin (Provisional)$ 610,564.79 Part 5 - Township of Southwold (Provisional)$ 126,687.60 Part 6 - Municipality of Dutton Dunwhich $ 210,938.00 Subtotal Contract Amount:$ 2,957,369.69 Specifications Bidder Information Please fill out the following form, naming one person to be the bidder's contact for the RFT process and for any clarifications or communication that might be necessary. Description Response * Contact Name:Brian Duncan Contact Title:Vice President Contact Phone:705-730-1999 Contact Email:info@duncor.ca All references stated shall be for the same or similar scope as the one described in this Bid. For newly formed business entity including, corporations, partnerships and sole proprietors or a teaming arrangement you shall state below in the Client Column that you were not the “Contractor” for the named project and should state whose past experience on the named project is relevant to that reference. Contractors Proof of Ability If the Contractor has not completed similar work for the County of Elgin during the preceeding two (2) years, this form must be completed. This information will be used by the County to determine if the Contractor is, in the opionon of the County, qualified to adequately perform the work. We will not be submitting for Contractors Proof of Ability Line Item Date, Name & Location of Project *Describe Work completed by your Company *Total Value of the Project *$ Value of your portion of the Project * Can we contact this reference? * 1 Yes No 2 Yes No 3 Yes No Sub-Contractors The Bidder shall state all Subcontractor(s) and type of Work proposed to be used for this project. Bidders shall not indicate “TBD” (To Be Determined) or “TBA” (To Be Announced) or similar wording and shall not indicate multiple choices of Subcontractor names for any Subcontractor category in their list of Subcontractors. The Bidder shall state only one (1) subcontractor for each type of work. LIST OF SUB-CONTRACTORS The Bidder shall state all subcontractor(s) and type of work proposed to be used for this project. Bidders shall not indicate "TBD" (to be determined) or "TBA" (to be announced) or similar wording and shall not incicate multiple choices of subcontractor names for any subcontractor category in their list of subcontractors. By clicking here I confirm that there are no Subcontractor(s) and the Bidder shall perform the project with their “OWN FORCES”. Line Item Contractor *Name *Address *Phone *Description of Work * 1 Documents Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. It is your responsibility to make sure the uploaded file(s) is/are not defective or corrupted and are able to be opened and viewed by the County. If the attached file(s) cannot be opened or viewed, your Bid submission may be rejected. BONDING UPLOAD SECTION Bidders shall upload and submit a DIGITAL Bid Bond and a DIGITAL Agreement to Bond with their Tender. Refer to Tender Specification 1.9 for further information. Bid Bond - County of Elgin 2025-T13 Microsurfacing and Surface Treatment-Duncor_Enterprises_Limited_CBL_Sudbury_14-03-2025.pdf - Friday March 14, 2025 11:00:18 Agreement to Bond - County of Elgin 2025-T13 Microsurfacing and Surface Treatment-Duncor_Enterprises_Limited_CBL_Sudbury_14-03-2025.pdf - Friday March 14, 2025 11:00:32 Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. Addenda, Terms and Conditions Declarations .1 I/We understand the Specification, what is required and agree to provide satisfactory work for the supply of labour, equipment and materials for the project as indicated in this Tender to the specifications outlined in this Form. .2 I/We the undersigned authorized signing officer of the Bidder, HEREBY DECLARE that no person, firm or Corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in the Tender. .3 I/We further declare that all statements, schedules and other information provided in this Tender are true, complete and accurate in all respects to the best of our knowledge. .4 I/We declare that this Tender is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a Tender and is in all respects fair and without collusion for fraud. .5 I/We further declare that no employee of the Corporation of the County of Elgin is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be therein or in any of the monies to be derived there from. .6 I/We further declare that the undersigned is empowered by the Bidder to negotiate all matters with the Corporation of the County of Elgin's representatives, relative to this Tender. .7 I/We further declare that the agent listed below is hereby authorized by the Bidder to submit this Tender and is authorized to negotiate on behalf of the Bidder. .8 I/We further agree that this data is to be used only in the preparation of a submission to this Request for Tender and that the data will be maintained in confidentiality. .9 I/We further declare that I/We have examined the locality and site(s) of the proposed project, as well as all the specifications relating to them, prepared, submitted and rendered available on behalf of the County and are hereby acknowledged to be an integral part of the Contract. I/We hereby propose and offer to enter into the Contract on the terms and conditions and under the provisions set forth in the Request for Tender, and to accept in full payment for it the sums calculated in accordance with the actual measured quantities and unit prices. .10 I/We agree that this Request for Tender is an offer which is to continue open for acceptance until the placing in the mail or delivery to the address given in this Tender of a notice of award, which shall constitute formation of the Contract, or for 90 days following the Tender closing date, whichever occurs first, and that the County may at any time within that period, and without notice, accept this Tender whether any other Tender had been previously accepted or not. .11 I/We agree that by submitting a Tender in accordance with this Request for Tender, the Bidder is agreeing that specified Associated Municipalities (specifically Elgin County Municipal Partners) will review the bidders tender and further thereto, may determine that it is in their best interest to contract with the successful bidder, utilizing the same terms and conditions, for completion of works specified herein upon its local roads. I/WE agree to be bound by the terms and conditions and have authority to submit this bid on behalf of the Bidder. - Brian Duncan, Vice President, Duncor Enterprises Inc. The bidder shall declare any potential conflict of interest that could arise from bidding on this bid. Do you have a potential conflict of interest? Yes No The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document Please check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda. File Name I have reviewed the below addendum and attachments (if applicable) Pages Addendum No. 1 Thu March 20 2025 11:07 AM 2 Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. Bid Number: 2025-T13 Vendor Name: Duncor Enterprises Inc. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-030 A BY-LAW TO AUTHORIZE THE PROCUREMENT OF SELF CONTAINED BREATHING APPARATUS FROM A.J. STONE COMPANY LTD. WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a broad scope of powers to municipalities to govern their affairs as they consider appropriate; AND WHEREAS RFP 25-01 Self Contained Breathing Apparatus was issued on March 21, 2025 for the procurement of Capital Item No. FD-05; AND WHEREAS RFP 25-01 was awarded to A.J. Stone Company Ltd. in the amount of $361,845.00 + HST on April 17, 2025; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT RFP 25-01 submission from A.J. Stone Company Ltd. for the procurement of Self Contained Breathing Apparatus attached hereto be fulfilled; 2. 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 17th DAY OF APRIL, 2025. ___________________________ _____________________________ MAYOR CLERK Pricing Summary AJ Stone General 352230 Amp Included Specs 1140 UEBSS 34975 Fit Tester Chest Strap Tracker Training Used Pack Retrofit of current RIT Pack -9500 Retrofit of Current Cylinders -17000 Total $361,845 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-031 A BY-LAW TO AMEND BY-LAW NO. 2024-050 BEING A BY-LAW TO APPOINT MUNICIPAL OFFICERS AND EMPLOYEES FOR THE MUNICIPALITY OF BAYHAM WHEREAS pursuant to the Municipal Act, 2001, S.O. 2001 c.25, as amended, municipalities may appoint officers and employees as may be necessary for the purposes of the Corporation; AND WHEREAS Section 55 of the Community Safety and Policing Act, S.O. 2019, c 1, Sch 1, as amended, municipalities may appoint persons to enforce the by- laws of the municipality, and municipal by- law enforcement officer appointed under this section are peace officers for the purpose of enforcing municipal by-laws; AND WHEREAS By-law No. 2024-050 being a by-law to appoint municipal officers and employees for the Municipality of Bayham was passed on August 15, 2024; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT By-law No. 2024-050 be amended as follows: a) Removal of Stephen Miller from By-law Enforcement Officer, Property Standards Officer, Provincial Offences Officer and Livestock Valuer b) Addition of Ryan Giles to By-law Enforcement Officer, Property Standards Officer and Provincial Offences Officer 2. AND THAT this by-law shall come into force and effect on the day of its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 17th DAY OF APRIL, 2025. ____________________________ _____________________________ MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z803-2025 AGOSTON BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended; THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: 1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule “C” by changing the zoning symbol on the subject lands from ‘‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-19)’ Zone, which lands are outlined in heavy solid lines and marked “HR-19” on Schedule “C” to this By-law, which schedule is attached to and forms part of this By-law. 2) THAT By-Law No. Z456-2003, as amended, is hereby further amended by amending Section 9.12 Exceptions – Hamlet Residential (HR) Zone by adding the following clauses: 9.12.19.1 Defined Area HR-19 as shown on Schedule C to this By-Law 9.12.19.2 Maximum Height Notwithstanding the provisions of Section 9.5.1 of this By-Law, the following shall apply: Maximum Accessory Building Height of 6.7 metres 9.12.19.3 Maximum Floor Area for Accessory Buildings Notwithstanding the provisions of Section 9.7 of this By-Law, the following shall apply: Maximum Floor Area for Accessory Buildings of 205.0 m² 3) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule “C” by changing the zoning symbol on the subject lands from Hamlet Residential (HR) Zone to Site-Specific Hamlet Residential (HR-19) Zone, which lands are outlined in heavy solid lines and marked HR-19 on Schedule “C” to this By-law, which schedule is attached to and forms part of this By-law. THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Land Tribunal. READ A FIRST TIME AND SECOND TIME THIS 17TH DAY OF APRIL 2025. READ A THIRD TIME AND FINALLY PASSED THIS 17H DAY OF APRIL 2025. MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2025-032 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD APRIL 17, 2025 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of The Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the Council meeting held April 17, 2025 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 17th DAY OF APRIL, 2025. ____________________________ _____________________________ MAYOR CLERK