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HomeMy WebLinkAboutJune 25, 2026 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers— HYBRID Thursday, June 25, 2026 7:00 p.m. The June 25, 2026 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: CLERK ALAN BUSHELL TREASURER/ACTING CAO LORNE JAMES PLANNER AARON BELL ELGIN COUNTY JUNIOR PLANNER MICHELA TESTANI MANAGER OF PUBLIC WORKS I DRAINAGE STEVE ADAMS 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST &THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA Staff are requesting an urgent matter be added to the agenda under the following section: 16.1. D. Confidential Item re,sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Lighthouse) 4. ANNOUNCEMENTS Mayor Ketchabaw, spoke to the Port Burwell Canada Day parade starting at 10:30. Mayor Ketchabaw, read a letter of appreciation from a member of the public regarding Bayham Firefighters and Paramedics. 5. PRESENTATIONS 6. DELEGATIONS Council Minutes June 25, 2026 A. Straffordville Hall Foundation re $10,000.00 Cheque Presentation, SCC Expansion - Kitchen Appliances Marni Wolfe provided a speech on behalf of the Foundation. 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held June 4, 2026 Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the minutes from the Regular Meeting of Council held on June 4, 2026 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 A. DR-05/26 by Steve Adams, Manager of Public Works I Drainage Superintendent re Petition For Drainage-4690 Csinos Road Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT Council of the Municipality of Bayham acknowledges the filing with the Clerk of the Petition for drainage works from Kathleen Bancroft; and THAT Report DR-05/26 re Petition for Drainage be received; and THAT Council wishes to proceed with this matter and appoints Spriet Associates, Engineers, to prepare a report on the proposed drainage area pursuant to Section 5 and Section 8(1) of the Drainage Act, for Council's consideration. CARRIED 11. PHYSICAL SERVICES—EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council 2 Council Minutes June 25, 2026 A. Report PS-10/26 be Steve Adams, Manager of Public Works I Drainage Superintendent re Capital Item No. PR-06 - Electric Charging Station Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report PS-10/26 re Capital Item No. PR-06— Electric Charging Station be received for information; and THAT staff be directed to make the following amendment to Capital Item No. PR-06 for the 2027- 2036 Capital Budget— Draft: • Revise Description to "Install an electric charging station at the Straffordville Community Centre" CARRIED B. Report PS-11/26 by Steve Adams, Manager of Public Works I Drainage Superintendent re RFP 26-01 - Capital Item FA-02 - Facility Audits Proposal Results Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report PS-11/26 re FA-02—Facility Audits Proposal Results be received for information; and THAT Council accepts the proposal provided by Rimkus for the Completion of the 2026 Facility Audit(Capital Item No. FA-02) at a quoted price of$40,040.00 + applicable HST. CARRIED 12. DEVELOPMENT SERVICES —SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Minor Variance, COA-08/26, Jake and Eva Friesen B. Notice of Public Meeting re Minor Variance, COA-10/26, Jason Friesen C. Notice of Open House re Bayham Zoning By-law Review Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT items 12.1.1 A—C be received for information. CARRIED Requiring Action 12.2 Reports to Council 3 Council Minutes June 25, 2026 A. Report DS-22/26 by Michela Testani, Junior Planner re Consent Application E16-26 Rommie Rempel Friesen/Tracey Pillon-Abbs, 56230 & 56232 Heritage Line Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report DS-22-26 regarding the Consent Application Ell 6-26 submitted by Rommie Rempel Friesen/Tracey Pillon-Abbs be received; and THAT Council recommends that the Elgin County Land Division Committee approve Consent Application E 16-26 which would facilitate the severance of one new parcel from the subject lands with a frontage of 10.26 m, a depth of 40.59m, and an area of 415.25m2 to create a new residential lot and retain a residential parcel with a frontage of 10.26m, a depth of 40.59m and an area of 415.25m2, subject to the following conditions and considerations: 1. That the Owner obtains all necessary permits from the Municipality for the installation of new municipal water and sanitary service connections to the proposed retained lot 2. That the Owner provide a deposited reference plan prepared by an Ontario Land Surveyor, and copies of the registered transfer/deed or electronic registration documentation. 3. That the Owner demonstrate to the satisfaction of the Municipality that adequate municipal water and wastewater servicing capacity is available and can be allocated to the proposed development. Where such capacity and allocation are not available, the consent shall not be deemed complete until a Zoning By-law Amendment applying a Holding ("H") provision to the subject lands has been approved and the Holding provision has been lifted by the Municipality confirming servicing capacity and allocation. 4. That a grading and drainage plan be submitted and approved to ensure proper drainage for both severed and retained lands to the satisfaction of the Municipality. 5. That the Owner provide confirmation from the County of Elgin respecting road access approval and/or permitting requirements. 6. That cash-in-lieu of parkland dedication be paid in accordance with Section 51.1 of the Planning Act, to the satisfaction of the Municipality. 7. That the owner receive approval for a minor variance application to permit a reduced minimum lot area from 831 m2 to 415.25m2, and to increase maximum driveway coverage from 68.5% to 73.1% CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Elgin County re May 26, 2026 County Council Highlights B. Elgin County re May 26, 2026 County Council Minutes C. Elgin County re May 26, 2026 Committee of the Whole Minutes D. Elgin County re June 9, 2026 County Council Highlights E. Long Point Region Conservation Authority re Board Meeting Minutes May 6, 2026 4 Council Minutes June 25, 2026 F. Long Point Region Conservation Authority re Eastern Lake Erie Regional Conservation Authority, Joint Statement on Conservation Authority Amalgamation G. City of Burlington re Information on the new Development Charge Reduction Program Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT items 13.1.1 A—G be received for information. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council A. CL-06/26 by Leann Walsh, Legislative & Communications Clerk re 2026 Municipal Assistance Requests—Second Intake Presented by Alan Bushell, Clerk. Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CL-06/26 re 2026 Municipal Assistance Requests—Second Intake be received for information; and THAT all facility and road closure requests be approved, subject to the provision of a liability insurance certificate in the minimum amount of$2,000,000.00 naming the Municipality of Bayham as additional insured; and THAT the requests for a staff presence for road closure purposes be approved with the ability to utilize the OPP as a backup and, if utilized, compensate from the Municipal Assistance budget; and THAT staff be directed to advise external agencies of the approved events and obtain County approval for use of County roads for noted closures; and THAT all material requests be approved with a deposit of$10/per item to be provided to the Municipality prior to the event; and THAT the following funding be granted: • 100'h Anniversary— Royal Canadian Legion— Branch 524 Port Burwell -$640 • Port Burwell Santa Clause Parade- $680 • Straffordville Santa Clause Parade- $680; and THAT the Municipality of Bayham reserves the right to revoke said approvals at any time for any reason and approved timelines may be adjusted for the use of certain facilities or materials should they become unavailable due to construction or unforeseen circumstances. CARRIED 5 Council Minutes June 25, 2026 B. CAO 20/26 by Lorne James, Treasurer&Acting CAO re Agreement— BMM Group Canada Tower—Straffordville Fire Hall— 55674 3rd Street, Straffordville Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-20/26 re BMM Group Canada Tower—Straffordville Fire Hall—55764 31 Street, Straffordville be received for information; and THAT council rescind the resolution relating to CAO Report 41/23 regarding entering into a Telecommunications Site Agreement with Rogers Communications Inc.; and THAT the Council of The Corporation of the Municipality of Bayham are supportive of the northwest corner of the Straffordville Fire Hall property, being 55764 3rd Street, Straffordville, for use as a site for a BMM Group Canada Tower, subject to the provision of a complete Siting Justification Report and Site Plan, completion of the Federal statutory public notice and comment period, and presentation of a satisfactory Lease Agreement to be reviewed and authorized by Council. CARRIED C. CAO 22/26 by Lorne James, Treasurer&Acting CAO re Stop-Up, Close, and Convey — Emberson — Part of Erieus Street, Port Burwell Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-22/26 re Stop-Up, Close, and Convey—Emberson— Part of 7 Erieus Street, Port Burwell be received for information; and THAT staff be directed to publish notice of intended sale of land fronting part of 7 Erieus Street, Port Burwell; and THAT Council approves the staff recommendation of proposed proceeds of distribution. CARRIED D. TR-13/26 by Lorne James, Treasurer&Acting CAO re Asset Management Plan Annual Review—Ontario Regulation 588/17 Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report TR-13/26 re Asset Management Plan Annual Review— Ontario Regulation 588/17 be received for information. CARRIED 6 Council Minutes June 25, 2026 E. TR-14/26 by Lorne James, Treasurer&Acting CAO re 2025 Development Charges Annual Treasurer's Statement Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report TR-14/26 re 2025 Development Charges Annual Treasurer's Statement be received for information. CARRIED 14. BY-LAWS A. By-law No. 2026-039 Being a by-law to Establish Signing Authority Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT By-law No. 2026-039 be read a first, second, and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera A. Confidential Item re A proposed or pending acquisition of land by the municipality or local board. (Acquisition of a portion of a road allowance) B. Confidential Item re Labour Relations, Employee Negotiations. (Staffing) C. Confidential Item re,Sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Road Allowance Disposition) D. Confidential Item re,sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (Lighthouse) Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the Council do now rise to enter into an "In Camera" Session at 8:15 p.m. to discuss: 7 Council Minutes June 25, 2026 A. Confidential Item re A proposed or pending acquisition of land by the municipality or local board. (Acquisition of a portion of a road allowance) B. Confidential Item re Labour Relations, Employee Negotiations. (Staffing) C. Confidential Item re,Sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Road Allowance Disposition) D. Confidential Item resale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (Lighthouse) 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 9:21 p.m. and report on: A. Confidential Item re A proposed or pending acquisition of land by the municipality or local board. (Acquisition of a portion of a road allowance) B. Confidential Item re Labour Relations, Employee Negotiations. (Staffing) C. Confidential Item re,Sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Road Allowance Disposition) D. Confidential Item re,sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (Lighthouse) CARRIED Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the following Confidential Items be received for information: A. Confidential Item re A proposed or pending acquisition of land by the municipality or local board. (Acquisition of a portion of a road allowance) B. Confidential Item re Labour Relations, Employee Negotiations. (Staffing) Job posting for a part time executive assistant. 8 Council Minutes June 25, 2026 C. Confidential Item re,Sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Road Allowance Disposition) D. Confidential Item re,sale or disposition of land; 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; advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (Lighthouse) AND THAT staff proceeds as directed. CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Emerson WHEREAS By-law 2015-021 is a by-law to establish a policy with respect to the sale and other disposition of land in the Municipality of Bayham; and WHEREAS By-law 2015-021 Section 2.4 states"Council may, at anytime, by resolution, declare any of the Municipality's land to be surplus to the needs of the Municipality and may, by by-law, authorize the sale of such land"; and WHEREAS By-law 2015-021 Section 2.6 states"Notwithstanding any other provision of this By-law, inclusive of Schedule 'A', Council shall have the absolute discretion to select a particular method of exposing property to the public for sale, if at all, and/or to select any method of sale as, in the opinion of Council,the circumstance require."; and WHEREAS Section 4.1 of Policy known as"Sale of Surplus Municipal Land Policy", approved under by By-law 2015-021, states"The CAO shall publish a notice of the intended sale of the Land on the Municipal Website at least 14 days before consideration of the same." NOW THEREFORE the Council for the Corporation of the Municipality of Bayham enacts the following: 1. THAT the lands located at PLAN 12 PT LOT 14 being those lands colloquially known as the Lighthouse located at municipally addressed 17 Robinson Street are hereby declared Surplus to the needs of the Municipality; and 2. THAT staff are directed to negotiate an agreement with the Port Burwell Historical Society, with the intention of an expedient sale or other form of disposal of the property; and 9 Council Minutes June 25, 2026 3. THAT staff are directed to add a notice to the Municipal Website, informing the public of the proposed change of ownership, as well as provide the public an opportunity to send written comments to the Clerk via e-mail or by paper letter to be considered at the July 16, 2026 Meeting of Council; and 4. THAT staff are directed to prepare a report and a by-law for consideration at the July 16, 2026 regular meeting of Council regarding these matters. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2026-040 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT By-law No. 2026-040 be read a first, second, and third time and finally passed. CARRIED 18.ADJOURNMENT Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 9:28 p.m. CARRIED MAYOR CLERK 10