Loading...
HomeMy WebLinkAboutOctober 16, 2025 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, October 16, 2025 7:00 p.m. The October 16, 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 MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS CHIEF BUILDING OFFICIAL SCOTT SUTHERLAND 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 declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA Removal of 16.1 A. Confidential Item re Personal matters about an identifiable individual; Labour relations, employee negotiations (Human Resources) 4. ANNOUNCEMENTS Mayor Ketchabaw reminded residents that breakfast at the Vienna Masonic Lodge is from 8 am to 1 pm on Sundays. 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) Council Minutes October 16, 2025 A. Regular Meeting of Council held October 2, 2025 B. Special Meeting of Council held October 9, 2025 Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT the minutes of the Regular Meeting of Council held October 2, 2025 and the minutes of the Special Meeting of Council held October 9, 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 A. Report PS-10/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re Proposal Award — RFP 25-03 2026-2028 Concession Food Booth Port Burwell Municipal Beach Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report PS-10/25 re Proposal Award — RFP 25-03 — 2026-2028 Concession Food Booth — Port Burwell Municipal Beach be received for information; AND THAT staff be directed to bring forward a by-law to enter into an Agreement with 5046827 Ontario Inc. o/a Simply Scoops for provision of a Concession Food Booth at the Port Burwell Municipal Beach. CARRIED B. Report PS-11/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re 2025-2026 Winter Operations Plan — Level of Service Council Minutes Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler October 16, 2025 THAT Report PS-11/25 re Winter Operations Plan - Level of Service be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham approve the Municipality of Bayham Winter Operations Plan — Level of Service Policy and associated mapping, as attached hereto. CARRIED 12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Passing re ZBA-12/25 Coblentz B. Notice of Passing re ZBA-21/25 Municipality of Bayham Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT items 12.1.1 A & B be received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council A. Report DR-10/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re Quotation Award — Grewal Drain Extension Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report DR-10/25 regarding the Grewal Drain Extension Award Contract be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham accept the tender for the Grewal Drain Extension, as submitted by PBR Excavating Inc., in the amount of $25,156.49 + HST, with work to commence on or before October 20, 2025 and be completed on or before October 24, 2025; AND THAT a by-law to authorize the execution of contract documents with PBR Excavating Inc. be presented to Council for enactment. CARRIED Council Minutes October 16, 2025 B. Report DR-11/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re 20253 d Quarter Drainage Report Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report DR-11/25 re 2025 3rd Quarter Drainage Report be received for information. CARRIED C. Report DS-42/25 by Scott Sutherland, CBO re 2025 3Id Quarter Building Report Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Staff Report DS-42/25 re 3rd Quarter Report be received for information. CARRIED D. Report DS-41/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Declare Lands as Part of the Open Public Highway System — Part 2 11 R-11368, Part of Coyle Road Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report DS-41/25 regarding Declaring of Lands as Part of the Open Public Highway System (part of Coyle Road) be received; AND THAT By-law No. 2025-061, being a by-law to authorize and to declare lands in the Municipality of Bayham as part of the Open Public Highway System, described as Part 2 of Registered Plan 11 R-11368, part of Coyle Road, be presented for enactment. CARRIED E. Report DS-43/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Draft Plan of Subdivision Application 34T-BA2501 Countryside Communities Inc. Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Staff Report DS-43/25 regarding the Draft Plan of Subdivision 34T-BA2501 Countryside Communities Inc. be received for information; AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities Act, 2015, it be pointed out that at the public participation meeting held July 17, 2025, for the zoning by-law amendment associated with this application only the appointed agent made an oral presentation; AND THAT all considerations regarding this matter were taken into account in Council's decision passing this resolution; Council Minutes October 16, 2025 AND THAT Zoning By-law No. Z456-2003, as amended, be further amended to rezone the Subject Lands from Holding —Village Residential 1 (R1(h2)) to Holding — Site -Specific Village Residential 'R1-24(h2)' with the following site -specific provisions: • Section 10.12.24 to permit a minimum Lot Area of 755m2 for proposed Lot 12 of Draft Plan of Subdivision 34T-BA2501, whereas 800m2 is required for Single Detached Dwellings, under Section 10.3; • Section 10.12.24 to permit a minimum Lot Area of 375m2 for proposed Lots 3 and 4 of Draft Plan of Subdivision 34T-BA2501, whereas 400m2 is required for Interior Semi - Detached Dwellings under Section 10.3; • Section 10.12.24 to permit a maximum Building Coverage of 35% for all Lots proposed within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 30% is required under Section 10.6; a Section 10.12.24 to permit a maximum Building Height of 8.0 metres for all Lots proposed within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 7 metres is required under Section 10.5; + Section 10.12.24 to permit a maximum Driveway Coverage of 60% for all Semi-detached Lots proposed within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 50% is required under Section 4.34.1. AND THAT Zoning By-law No. Z817-2025 be presented to Council for enactment; AND FURTHER THAT Council supports the Draft Plan of Subdivision to divide the subject parcel of land into eight (8) single detached residential lots and four (4) semi-detached residential lots, provided the approval authority, County of Elgin, include in their decision the following conditions to be fulfilled by the applicant in the Draft Plan of Subdivision Agreement: 1. That this Draft Plan approval applies to the Countryside Communities Inc. (the "Subdivider") Subdivision Application 34T-BA2501,referred to as Concession 3, Lot 14 in the Municipality of Bayham, County of Elgin as modified and shown in Appendix X (hereinafter also referred to as the "Draft Plan") of Report XX, and further that the final plan(s) to be registered in two (2) phases and includes the following: • Phase 1: Lots 1-4- each consisting of 1 semi-detached dwelling for a total of 8 dwelling units * Phase 2: Lots 5-12- consisting of 1 single -detached dwelling on each lot; Block 13 for a road widening • Street A . Unless otherwise stated, all conditions listed below shall be addressed to the satisfaction of the Municipality and at no cost to the Municipality of Bayham, sometimes referred to by these Conditions as the "Municipality"- 5 Council Minutes October 16, 2025 3. That prior to registration of each Phase, that the Owner/Developer shall submit a draft Plan of Subdivision to be registered showing the final lot layout for all lots, blocks, and easements to the satisfaction of the Municipality and County. �l That prior to registration of Phase 1, the Owner/Developer shall enter into a Subdivision Agreement with the Municipality, which addresses financial and servicing impacts of the proposed development to the Municipality and registered on title. 5. Further, the Owner/Developer shall apply to remove the "h2" holding symbol for the entirety of the lands by way of Zoning By-law Amendment, with such amendment being adopted and in effect prior to registration of Phase 1. Roads 6. That the Owner/Developer shall agree through the Subdivision Agreement to construct "Street A" in accordance with the Municipality's Design and Construction Standards and will dedicate "Street A" to the Municipality as public highway to the satisfaction of the Municipality. 7. That the Owner/Developer shall agree through the Subdivision Agreement to construct a maintenance access road within the Queen Street road allowance in accordance with the Municipality's Design and Construction Standards to the satisfaction of the Municipality. 8. That the streets on the Draft Plan of Subdivision shall be named to the satisfaction of the Municipality 9. That the Owner/Developer shall agree through the Subdivision Agreement to construct sidewalks and streetlights in accordance with the Municipality's Design and Construction Standards at no cost to the Municipality, to the satisfaction of the Municipality. 10. That prior to registration of Phase 2, the Owner/Developer shall dedicate Block 13 as shown on the Draft Plan of Subdivision to the Municipality. Servicing, Infrastructure, Grading, and Stormwater Management 11. That prior to any grading or construction of the site and prior to registration of each phase, the Owner/Developer shall submit to the Municipality for review and approval for the entirety of the site: • A final Grading and Drainage Plan. A final Stormwater Management Report A final Servicing Plan. A final Erosion and Sediment Control Plan. 12. That prior to any grading or construction of the site and prior to registration of Phase 1, the Owner/Developer shall submit to the Municipality an interim storm water management report for review and approval. Council Minutes October 16, 2025 13. That the Owner/Developer shall agree through the Subdivision Agreement to design and construct the extension of the municipal sanitary sewer and provide individual connections to each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two connections, subject to written confirmation of available downstream capacity by the Municipality, in accordance with the Municipality's Design and Construction Standards, to the satisfaction of the Municipality. 14. That the Owner/Developer shall agree through the Subdivision Agreement to design and construct the extension of the municipal water main and provide individual connections to each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two connections, subject to written confirmation of available capacity by the Municipality, in accordance with the Municipality's Design and Construction Standards, to the satisfaction of the Municipality. 15. That the Owner/Developer shall agree through the Subdivision Agreement to design and construct stormwater management infrastructure, including storm sewers, catch basins, and underground storage with outlet to the existing municipal storm system in accordance with the Municipality's Design and Construction Standards to the satisfaction of the Municipality. 16. That prior to registration of each Phase, that the Owner/Developer shall provide easements as may be required for utility, access or drainage purposes in a form satisfactory to the Municipality or utility. Other 17. That the Owner/Developer shall agree to pay Cash -in -Lieu of Parkland in accordance with the Municipality of Bayham By-law No. 2025-007. 18. That the Owner/Developer shall submit an updated Tree Inventory and Tree Preservation Plan prior to any disturbance or grading of the site and prior to the registration of the Final Plan. Said plan shall identify all existing trees on -site proposed to be removed, impacted or retained as a result of the development of the Subject Lands to the satisfaction of the Municipality and County. 19. That prior to any grading or construction of the site and prior to registration of Phase 1, the Owner/Developer shall provide an acknowledgement letter from the Ministry of Tourism, Culture, and Sport confirming the Ministry is satisfied the Stage 1-2 Archaeological Assessment of the lands prepared by Lincoln Environmental Consulting Group and dated November 2021 is consistent with the Ministry's standards and guidelines and no further archaeological assessment is recommended/required. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information Council Minutes October 16, 2025 A. City of Kitchener re Postage B. Town of Newmarket re Automated Speed Enforcement C. Niagara Region re Respecting State of Emergency on Mental Health, Homelessness and Addictions D. County of Elgin re Speeding on County Roads E. Long Point Region Conservation Authority re September 3, 2025 Minutes F. Elgin OPP Detachment Board re June 25, 2025 Minutes G. Elgin OPP Detachment Board re September 16, 2025 Minutes H. St. Thomas -Elgin Social Services re Community Living Elgin Concludes 20+ Years Leading EarlyON Programs Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A-H be received for information; AND THAT Council for the Corporation of the Municipality of Bayham supports item B. CARRIED 13.1.2 Requiring Action A. Elgin OPP Detachment Board re Request for Proposals — Financial Management Services Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the correspondence from the Elgin OPP Detachment Board re Request for Proposals — Financial Management Services be received for information. CN_l10 -1I �i] 13.2 Reports to Council A. Report TR-18/25 by Lorne James, Treasurer re 2025 Q3 Variance Report Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report TR-18/25 re 2025 Q3 Variance Report be received for information, - AND THAT staff be directed to present a 2026 preliminary budget levy increase of 1.9% with a list of discretionary options for removal for further levy relief. CARRIED Council Minutes 14. BY-LAWS October 16, 2025 A. By-law No. 2025-061 Being a by-law to authorize and to declare lands in the Municipality of Bayham as part of the open public highway system (Part 2 of 11 R-11368 — Part of Coyle Road) B. By-law No. Z817-2025 Being a by-law to amend By-law No. Z456-2003 — Countryside Communities Inc. Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT By-law Nos. 2025-061 and Z817-2025 be read a first, second, and third time and finally passed. �:: 9 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. 2025-062 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confirming By-law No. 2025-062 be read a first, second and third time and finally passed. 9 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 8:03 p.m. CARRIED MA R CLERK K