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HomeMy WebLinkAboutNovember 06, 2025 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, November 6, 2025 7:00 p.m. The November 6, 2025 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR DEPUTY MAYOR COUNCILLORS ABSENT: STAFF PRESENT: CAO CLERK PLANNING COORDINATOR / DEPUTY CLERK MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 pm. ED KETCHABAW RAINEY WEISLER TIMOTHY EMERSON *via Zoom SUSAN CHILCOTT DANFROESE THOMAS THAYER MEAGAN ELLIOTT MARGARET UNDERHILL ED ROLOSON 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 16.1 A. Confidential Item re Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (CUPS) 4. ANNOUNCEMENTS Mayor Ketchabaw noted that Councillor Froese was absent due to a death in the family and that he sends his condolences. Mayor Ketchabaw and Councillor Chilcott reminded residents of the two Remembrance Day Services on Sunday, November 9, 2025. Vienna beginning at 11 am and Port Burwell beginning at 1 pm. CAO Thomas Thayer reminded residents that the Municipal Office will be closed on Tuesday, November 11, 2025 for Remembrance Day Council Minutes November 6, 2025 5. PRESENTATIONS A. Waterfront Photo Contest Awards Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Waterfront Photo Contest Awards Presentation be received for information. CARRIED 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held October 16, 2025 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the minutes from the Regular Meeting of Council held October 16, 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 Passing re Zoning By-law Amendment ZBA-14/25 Countryside Communities Inc. 7 Council Minutes November 6, 2025 B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-22/25 Weber C_ Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-23/25 Heritage Grown Inc. Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT items 12.1.1 A — C be received for information. CARRIED The Council Meeting paused for a technical error at 7:08 pm and resumed at 7.09 pm 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-44/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E61-25 Rempel, 6657 and 6659 Plank Road Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-44/25 regarding the Consent Application E61-25 submitted by Ben Rempel be received; AND THAT Council recommends to the Elgin County Land Division Committee that Consent Application E61-25 proposing the creation of a new lot be granted subject to the following conditions and considerations: 1_ That the Owner initiate and assume, if required, all engineering costs associated with the preparation of Stormwater Management / Drainage Plan and works to the subject lands to the approval of the Municipality and the County Engineering Departments, including identifying a legal drain outlet and the preparation of a revised assessment schedule in accordance with the Drainage Act, RSO 1990, as amended with a deposit to be paid in full to the Municipality prior to the condition being fulfilled, if required. Note that if a revised assessment schedule is required and the deposit does not cover the costs of the revised assessment schedule, the Owner will be billed for any additional costs incurred. Z_ That the Owner provides appropriate access for each parcel onto Plank Road to the satisfaction of the County and provide any applicable documentation, plans and permits to the satisfaction of the County and copies to the Municipality. _ That the Owner provides confirmation from a qualified septic designer on the location of each private septic system to ensure the locations meet Ontario Building Code requirements for setbacks from property lines. 4_ That the Owner resolves the non -conforming deck, either by removal, reconstruction to meet Zoning standards, or application and approval of a Minor Variance to legalize its location. 5. That the Owner pays fees as required in By-law No. 2025-007 Cash -in -lieu of Parkland for the creation of a lot to the Municipality. 6_ That the Owner provides a digital copy of a survey of the subject lands. 3 Council Minutes November 6, 2025 { That the Owner provides a Planning Report Fee payable to the Municipality, upon the granting of the consent. CARRIED B, Report DS-45/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E58-25 and E59-25 J&S Family Farms Inc. 15 Oak Street Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-45/25 regarding the Consent Applications E58-25 and E59-25 submitted by Pillon Abbs Inc. on behalf of J & S Family Farms Inc. be received; AND THAT Council recommends to the Elgin County Land Division Committee that Consent Applications E58-25 and E59-25 propose the creation of two new lots be granted subject to the following conditions and considerations: 1. That the Owner removes the detached garage on the proposed Severed Lot, Parcel A. 2. That the Owner obtains approval from the Municipality for a road entrance permit (Oak Street) for a new access to the proposed Severed Lot (Parcel A). 8. That the Owner obtains approval from the County of Elgin for a road entrance permit (Fulton Street) for a new access to the proposed Severed Lot (Parcel B). 4. That the Owner demonstrates that an easement has been registered in favour of the lands known as 24 Fulton Street along the western portion of Parcel B that addresses the existing water servicing connection to 24 Fulton Street and the encroachment of the air conditioning unit and eaves of the roof of the single -detached dwelling to the satisfaction of the Municipality. 5_ That the Owner obtains a permit from the Municipality for the installation of a new municipal water and sanitary service connection to the proposed Severed Lots (Parcel A and B). 6_ That the Owner provides an engineered grading, drainage and storm water management plan for each parcel to demonstrate that the lands will drain properly with no negative impacts on the neighbouring lands or the street, all to the satisfaction of the Municipality and the County. 7. That the Owner provides confirmation with respect to the location of the existing municipal water and sanitary service connections to the Retained Lot. Should the existing municipal servicing laterals cross the proposed property lines or do not have sufficient clearance, the owner shall obtain a permit from the Municipality for the installation of a new municipal water and sanitary service connection to the Retained Lot. & That the Owner submits a spatial separation report to the satisfaction of the Municipality to verify that the requirements of the Ontario Building Code can be met for the interface of the existing dwelling at 24 Fulton Street with the maximum building envelope shown in the application for Parcel B. 9. That the Owner either acquires lands from the Municipality in the Vienna Community Park that have been encroached upon by landscaping features, being parts of Part 11 on Plan 11 R-11261, subject to the Municipality's Sale of Surplus Municipal Lands Policy, including survey, appraisal, and comment period, or the Owner removes all encroachments from the Vienna Community Park lands at their sole expense. 10. That the Owner pays fees as required in By-law No. 2025-007 Cash -in -lieu of Parkland to the Municipality. 4 Council Minutes November 6, 2025 11. That the Owner provides a digital copy of a survey of the subject lands. 12. That the Owner provides a Planning Report Fee payable to the Municipality, upon the granting of the consent. CARRIED C. Report DS-46/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Civic Addressing Policy and Road Naming Policy Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-46/25 re Civic Addressing Policy and Road Naming Policy be received for information; AND THAT Council approve the Civic Addressing Policy and the Road Naming Policy as presented. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Town of Plympton-Wyoming re Conservation Fee Freeze B. Municipality of Wawa re Accessible and Effective Alcohol Container Return System in Ontario C. Municipality of Bluewater re Keep Climate Change as a Foremost National Priority D. Halton Region re Public Safety Requirements to Protect our Communities E. Township of Edwardsburgh Cardinal re Ontario Community Infrastructure Fund (OCIF) F. City of Cambridge re Rent Protection for Tenants G. Ministry of Municipal Affairs and Housing re Amendments to the Development Charges Act H. County of Elgin re Fall 2025 Economic Development Update I. County of Elgin re New Livestream for Council & Committee Meetings Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A — I be received for information; 5 Council Minutes November 6, 2025 AND THAT Council for the Municipality of Bayham supports item F. �:: D The Council Meeting recessed for a Statutory Planning Meeting at 7:32 pm. The Council Meeting resumed at 7:35 pm. 13.1.2 Requiring Action A. Clara and Vio Koczi re Water on Glen Erie Line Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT the correspondence from Clara and Vio Koczi re Water on Glen Erie Line be received for information; AND THAT staff be directed to provide an estimate of costs to the affected homeowners and if interested, present to Council the associated steps with implementation for consideration. W:: P 13.2 Reports to Council A. Report CAO-42/25 by Thomas Thayer, CAO re Elgin County Centralized Planning Services Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-42/25 re Elgin County Centralized Planning Services be received for information; AND THAT the Municipality of Bayham moves to centralized planning services with Elgin County in 2026 with legacy files continuing with Arcadis until complete; AND THAT a service agreement be presented for enactment. CARRIED B. Report CAO-43/25 by Thomas Thayer, CAO re Ontario Clean Water Agency (OCWA) Transition for Water/Wastewater Operations Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-43/25 re Ontario Clean Water Agency (OCWA) Transition for Water/Wastewater Operations be received for information; AND THAT Council authorizes the transition of water and wastewater operations and maintenance for the Richmond Community Water Supply System, the Municipality of Council Minutes November 6, 2025 Bayham Distribution System, the Port Burwell Wastewater Collection System, and the Port Burwell Wastewater Treatment Plant to OCWA, effective January 1, 2026; AND THAT Council endorses the Operational Plan for the Municipality of Bayham Drinking Water Systems; AND THAT the Mayor and Clerk be authorized to endorse the Operational Plan on the Municipality's behalf; AND THAT the appropriate by-law to enter into an agreement with OCWA for Operations and Maintenance of the Richmond Community Water Supply System, the Municipality of Bayham Distribution System, the Port Burwell Wastewater Collection System, and the Port Burwell Wastewater Treatment Plant on a five-year term be presented to Council for enactment. CARRIED C. Report CAO-44/25 by Thomas Thayer, CAO re Temporary Use and Demolition Agreement, Baird, 56869 Howey Line Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-44/25 re Temporary Use and Demolition Agreement — Baird — 56869 Howey Line, Bayham be received for information. CARRIED 14. BY-LAWS A. By-law No. 2025-064 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and P.B.R. Excavating for Grewal Drain Works B. By-law No. 2025-065 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and 1904730 Ontario Inc. o/a Simply Scoops Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT By-law Nos. 2025-064 and 2025-065 be read a first, second, and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS A. Draft Minutes of the October 20, 2025 Waterfront Advisory Committee Meeting 7 Council Minutes November 6, 2025 B. Draft Minutes of the October 22, 2025 Museum Advisory Committee Meeting Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the draft minutes of the October 20, 2025 Waterfront Advisory Committee Meeting and the draft minutes of the October 22, 2025 Museum Advisory Committee Meeting be received for information. CARRIED C. Recommendations to Council from the Waterfront Advisory Committee Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the recommendation from the October 20, 2025 Waterfront Advisory Committee be received for information; AND THAT Council approve $250 in the 2026 Operating Budget towards a photography contest. CARRIED 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 8:11 p.m. to discuss: A. Confidential Item re Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (COPE) CARRIED 16.2 Out of Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the Council do now rise from the "In Camera" Session at 8:22 pm and report on Confidential Item re Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (COPE). M WGCM Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler 0 Council Minutes November 6, 2025 THAT Confidential Item re Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (COPE) be received for information; AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2025-066 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Confirming By-law No. 2025-066 be read a first, second and third time and finally passed. N 18. ADJOURNMENT Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 8:23 p.m. CARRIED N. MAYOR CLERK 9