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HomeMy WebLinkAboutMay 07, 2026 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING A MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers — HYBRID Thursday, May 7, 2026 7:00 p.m. The May 7, 2026 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER via Zoom COUNCILLORS TIMOTHY EMERSON DANFROESE SUSAN CHILCOTT STAFF PRESENT: CLERK ALAN BUSHELL TREASURER / ACTING CAO LORNE JAMES MANAGER OF PUBLIC WORKS I DRAINAGE STEVE ADAMS WATER SYSTEMS SUPERVISOR JEFF CARSEY PLANNER AARON BELL ELGIN COUNTY, JUNIOR PLANNER EVAN MCKINSTRY FIRE CHIEF HARRY BARANIK 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 A. Request to review Council Meeting Schedule in June, 2026 Moved by: Councillor Froese Seconded by: Councillor Emerson THAT an addition to the agenda be made under Section 16. Other Business to review the Council Meeting Schedule for the month of June, 2026. CARRIED 4. ANNOUNCEMENTS Harry Baranik, Fire Chief, informed the public that there is a pancake breakfast on the long weekend at the Port Burwell Fire Station. Mayor Ketchabaw, further notified the public that Vienna will also be hosting a similar event on the same day. Council Minutes May 7, 2026 Mayor Ketchabaw, provided encouraging comments to the community in regards to celebrating Mother's Day. 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held April 16, 2026 B. Planning Public Meeting of Council held April 16, 2026 Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the minutes from the Regular Meeting of Council and the Planning Public Meeting held on April 16, 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 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-06/26 by Steve Adams, Manager of Public WorkslDrainage Superintendent re Quotation Award — 2026 Capital Asphalt Paving — Capital Items Nos. FA-11 and PW-39 Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report PS-06/26 re Quotation Award — 2026 Capital Asphalt Paving — Capital Items Nos. FA-11 and PW-39 be received for information; 2 Council Minutes May 7, 2026 AND THAT Council accepts the quote provided by Peters Paving Inc for the installation of asphalt pavement at the Port Burwell Marine Museum (Capital Item No. FA-11) at a quoted price of $25,150.00 + applicable HST; AND THAT Council accepts the quote provided by Peters Paving Inc for the installation of asphalt pavement for the North Street reconstruction project (Capital Item No. PW-39) at a quoted price of$28,345.80 + applicable HST. CARRIED B. Report PS-07/26 by Steve Adams, Manager of Public WorkslDrainage Superintendent re 2026 Roads Surface Treatment— Capital Items No. PW-37 and PW-134 Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report PS-07/25 re 2025 Roads Surface Treatment— Capital Items Nos. PW-37 and PW- 134 be received for information; 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 $3,781,252.51 plus HST, of which $87,531.00 plus HST is Bayham's portion; AND THAT the Road Construction Reserve be utilized to fund the estimated cost overage on this project, including completion of any additional asphalt patching, to an upset limit of$17,072; 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. CARRIED C. Report PS-08/26 by Jeff Carsey, Water Systems Supervisor re Wastewater Treatment Plant Capacity— 2026 Update Report transferred from Steve Adams, Manager of Public WorkslDrainage Superintendent to Jeff Carsey, Water Systems Supervisor for presentation. Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report PS-08/26 re Wastewater Treatment Plant Capacity— 2026 Update be received for information; AND THAT this Report be forwarded to Elgin County Planning Services to support future planning reviews and recommendations for development in Bayham. CARRIED D. Report FR-03/26 by Harry Branik, Fire Chief/ CEMC, Fireworks By-law Mayor called a recess to enter a scheduled Statuary Planning meeting at 7:30 p.m. Mayor called the meeting back to order at 7:34 p.m. 3 Council Minutes May 7, 2026 Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report FR-03/26 re Fireworks By-law be received for information; AND THAT a final version of the By-law be presented to Council for enactment at later date, as amended. CARRIED 12. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Zoning By-Law Amendment, ZBA-04/26 Van Quaethem Farms LTD, 7923 Coyle Road B. Notice of Adoption re Bayham Official Plan Review 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 DS-13/26 by Evan McKinstry, Junior Planner, Elgin County re Consent Applications E33-26 & E34-26 J&S Family Farms, 22 Ann Street, Vienna Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report DS-13/26 regarding Consent Applications E33-26 & E34-26 submitted by Tracey Pillon Abbs be received; AND THAT Council recommends approval to the Elgin County Land Division Committee for Consent Applications E33-26 & E34-26 which would facilitate two severances for the creation of two new lots, 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 each of the proposed severed lots. 2. That the Owner obtains all necessary approvals and permits from the Municipality for the extension of the municipal sanitary sewer, including installation of a manhole, where required, to service the proposed lots, all to the satisfaction of the Municipality. 3. That the Owner obtains all necessary road occupancy and/or road closure permits from the Municipality associated with the installation of municipal water and sanitary services, to the 4 Council Minutes May 7, 2026 satisfaction of the Municipality. 4. That the Owner obtains approval from the Municipality for a road entrance permit for access to the proposed severed lots. 5. That the Owner submits a request to the Municipality for the civic address of each proposed severed parcel. 6. That the Owner provides an engineered stamped grading, drainage, and storm water management plan for the severed lot 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. 7. That any accessory structures located on the severed lands be removed or relocated, as necessary, to the satisfaction of the Municipality, prior to final consent approval. 8. That the Owner pays fees as required in By-law No. 2025-007 Cash-in-Lieu of Parkland to the Municipality. 9. That the Owner provides a digital copy of a final survey of the subject lands. CARRIED B. Report DS-14/26 by Evan McKinstry, Junior Planner, Elgin County re Consent Application E35-26 Thiessen, 55424 Vienna Line, Vienna Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report DS-14/26 regarding the Consent Application E35-26 submitted by Jesse Froese be received; AND THAT Council recommends approval to the Elgin County Land Division Committee that Consent Application E35-26 which would facilitate the severance for the creation of a new lot, 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 pay all fees to the Municipality for the purchase of a civic address sign for the retained lot; 3. That the Owner provides an engineered stamped grading, drainage, and storm water management plan for the retained lot 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; 4. 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 have insufficient 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; 5 Council Minutes May 7, 2026 5. That the Owner obtains approval of a Minor Variance Application or alternatively removes or relocates the existing accessory structure to ensure compliance with the minimum accessory structure setback requirement of 1.0 m under Zoning By-law No. Z456-2003, to the satisfaction of the Municipality, prior to final consent approval; 6. That the Owner pays fees as required in By-law No. 2025-007 Cash-in-Lieu of Parkland to the Municipality; 7. That the Owner provides a digital copy of a final survey of the subject lands. CARRIED C. Report DS-15/26 by Evan McKinstry, Junior Planner, Elgin County re Consent Application E37-26 Csinos, 6845 Plank Road, Vienna Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report DS-15/26 regarding the Consent Application E37-26 submitted by Stephen Cornwell be received; AND THAT Council recommends approval to the Elgin County Land Division Committee that Consent Application E37-26 which would facilitate a technical severance, subject to the following conditions and considerations: 1.That the Owner provide written confirmation from a qualified septic designer on the location of the private septic system to ensure the location meets Ontario Building Code requirements for setbacks from property lines and will not be affected by the severance of Parcel D; 2.That the Owner provide written confirmation of the location of the well servicing the dwelling ensuring it is located on the retained lands; 3.That the Owner provides a digital copy of a final survey of the subject lands; 4.That the Owner obtains approval of a Zoning By-law Amendment for the enlarged retained parcel from an Agricultural (Al) zone to a Rural Residential (RR) Zone. CARRIED D. Report DS-16/26 by Evan McKinstry, Junior Planner, Elgin County re Consent Application E38-26 Csinos, 0 Plank Road, Vienna Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report DS-16/26 regarding the Consent Application E38-26 submitted by Stephen Cornwell be received; AND THAT Council recommends approval to the Elgin County Land Division Committee that Consent Application E38-26 which would facilitate the severance for the creation of a new lot, subject to the following conditions and considerations: 6 Council Minutes May 7, 2026 1. That the Owner obtains approval from the Municipality for a road entrance permit (Light Line) for a new access to the proposed Severed Lot; 2. That the Owner pay all fees to the Municipality for the purchase of a civic address sign for the severed lot; 3. That the Owner apply for and obtain approval of a Zoning By-law Amendment to apply an h2 Holding Provision to the severed lands, such that future residential development shall not proceed until a subdivision agreement or further consent application(s), and associated servicing and financial requirements, including any applicable parkland dedication or cash-in-lieu requirements, have been addressed to the satisfaction of the Municipality. 4. That the Owner apply for and obtain approval of a Zoning By-law Amendment from the Municipality to rezone the retained agricultural parcel to a site-specific Agricultural 1 (Al) Zone in order to recognize the deficient lot area. 5. That the Owner provides a digital copy of a final survey of the subject lands. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Western Ontario Wardens Caucus re Support of Finlay's Law on the Emergency Room Reform B. Saugeen Shores re Architectural Conservancy of Ontario (ACO) Proposal to include $10M per year in the 2026 provincial budget for Heritage Helping Housing (HHH) grant funding C. Watson & Associates re Bill 98, Building Homes and Improving Transportation Infrastructure Act, 2026 and Regulatory Proposal 026-0312 D. Marni Wolfe re Request for Action Councillor Emerson, requested through the presiding officer that item D be discussed prior to resolution. Mayor Ketchabaw, permitted discussion. E. Town of Halton Hills re Provincial-Municipal Fiscal Frameworks F. Elgin County re Council Highlights - April 14, 2026 G. Elgin County re Committee of the Whole Meeting Minutes— March 24, 2026 H. Elgin County re Council Meeting Minutes— March 24, 2026 I. Elgin County re Spring 2026 Economic Development and Tourism Update Moved by: Councillor Froese Seconded by: Councillor Emerson 7 Council Minutes May 7, 2026 THAT items 13.1.1 A— I be received for information; AND THAT Council supports item A; AND THAT item D be used as information when reviewing previous resolutions regarding community interactions, along with the scheduled review in 2027; AND THAT Council directs staff to investigate and/or explore options to engage the use of an external consultant to address the following items as part of a comprehensive review scheduled for 2027: - Improve community stakeholder relations, with a focus on Council and community dynamics. - Improve community understanding of the external mechanisms available to deal with difficult or challenging situations. Such as but not limited to, Integrity Commissioner or Ombudsman office policies and procedures. - Ways to improve relations with Council and the community at large. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council A. Report CL-05/26 by Alan Bushell, Clerk re 2026 Municipal Election — Establishment of Joint Compliance Audit Committee Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT the report titled "2026 Municipal Election — Establishment of Joint Compliance Audit Committee", be received and filed; AND THAT Council consider the By-Law establishing an Election Joint Compliance Audit Committee for the 2026 Municipal Election in accordance with the Municipal elections Act, 1996, as amended under section 14 of this agenda. CARRIED 14. BY-LAWS A. By-law No. 2026-024 Being a by-law to appoint municipal enforcement officials for the Municipaity of Bayham B. By-law No. 2026-025 Being a by-law to appoint a Secretary-Treasurer for the Municipality of Bayham C. Item removed from reading. 8 Council Minutes May 7, 2026 D. By-law No. 2026-028 Being a by-law to establish an election joint compliance audit committee for the 2026 municipal election in accordance with the municipal elections act, 1996, as amended Moved by: Councillor Emerson Seconded by: Councillor Froese THAT By-law No. 2026-024, 2026-025,-and 2026-28 be read a first, second, and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS A. Council Meeting Schedule — June 2026 Alan Bushell, Clerk, provided a brief verbal presentation outlining administrative, legislative efficiencies, as well as resource conflicts that would be improved or resolved by moving the June 18, 2026 meeting to June 25, 2026. Moved by: Councillor Froese Seconded by: Councillor Emerson THAT the June 18, 2026 regular meeting of Council be moved to June 25, 2026. CARRIED 16.1 In Camera 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2026-029 Being by-law to confirm all actions of Council Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT By-law No. 2026-029 be read a first, second, and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT the Council meeting be adjourned at 9:12 p.m. CARRIED 9 Council Minutes May 7, 2026 SIGNED SIGNED MAYOR CLERK 10