HomeMy WebLinkAboutOctober 09, 2025 - Special CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
SPECIAL COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers — HYBRID
Thursday, October 9, 2025
6:00 p.m.
The October 9, 2025 Special Council Meeting was held using hybrid technologies via Zoom
and livestreamed on YouTube.
PRESENT
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS TIMOTHY EMERSON
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO
THOMAS THAYER
CLERK
MEAGAN ELLIOTT
PLANNING COORDINATOR / DEPUTY CLERK
MARGARET UNDERHILL
TREASURER
LORNE JAMES
FIRE CHIEF
HARRY BARANIK
MANAGER OF PUBLIC WORKS /
DRAINAGE SUPERINTENDENT
STEVE ADAMS
1. CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 6:00 pm.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest declared.
3. DELEGATIONS
A. Barry Wade re SCC Expansion
Moved by: Councillor Chilcott
Seconded by: Councillor Emerson
THAT the delegation by Barry Wade re SCC Expansion be received for information.
CARRIED
B. Cindy Stewart re SCC Expansion
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the delegation by Cindy Stewart re SCC Expansion be received for information.
CARRIED
Council Minutes October 9, 2025
4. OPEN FORUM
Five (5) members of the public spoke to item 5. A.
5. REPORTS TO COUNCIL
A Report CAO-41/25 by Thomas Thayer, CAO re Tender Award — Bayham (Straffordville)
Community Centre Expansion — ICIP Community, Culture and Recreation Stream
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Report CAO-41/25 re Tender Award — Bayham (Straffordville) Community Centre
Expansion — ICIP Community, Culture and Recreation Stream be received for information;
AND THAT the Council of the Corporation of the Municipality of Bayham awards the
tender to PK Construction Inc. in their effective tendered amount of $2,928,070 plus
applicable HST, which is subject to the following inclusions and exclusions:
Accept Alternate Prices for Siding and Seed
Accept Separate Price items for
Accessible walkway around Straffordville Community Park
• Old Chapel parking lot and walkway
• Wider doorways
Millwork and kitchen equipment
• Plumbing chases in Main Hall
Accept temporary heating only / Reject temporary HVAC for Main Hall;
AND THAT Council authorizes the use of the following reserves and reserve funds to fund
aspects of the project:
o SCC Capital Donations Reserve in the amount of $48,129.42
SCC Reserve Fund in the amount of $2,207.87
o Facilities Reserve in the amount of $707,000;
AND THAT Council allocates, on top of the award and to be funded through debt:
$100,000 for finishing works associated with information technology, security,
communications, and other necessary items.
10 percent of the tender award value of $2,928,070 to act as contingency for the
project;
AND THAT Council Authorizes the use of up to $1,389,000 in debt through Infrastructure
Ontario (10) for funding for this project;
AND THAT staff be directed to report to Council in Q1 2026 with the 2025 surplus report,
identifying any 2025 surplus funds that can potentially be allocated to the SCC expansion
project to reduce the requirement for 10 debt;
AND THAT staff be directed to include in the 2026 Draft Operating Budget a debt service
estimate associated with the upper limit of the authorized 10 debt.
CARRIED
Council Minutes October 9, 2025
6. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2025-060 Being a by-law to confirm all actions of Council
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Confirming By-law No. 2025-060 be read a first, second and third time and finally
passed.
CARRIED
7. ADJOURNMENT
Moved by: Councillor Froese
Seconded by: Councillor Emerson
THAT the Council meeting be adjourned at 7:08 p.m.
CARRIED
MAYOR CLERK