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HomeMy WebLinkAboutJanuary 09, 2014 - Council COUNCIL MINUTES THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Council Chambers 9344 Plank Road, Straffordville January 9,2014 7:00 PM The regular meeting of the Council of the Municipality of Bayham was held on Thursday, January 9, 2014 in the Council Chambers. Present were Mayor Paul Ens, Deputy Mayor Cliff Evanitski, Councillors Wayne Casier, Tom Southwick and Ed Ketchabaw, Administrator Kyle Kruger and Clerk Lynda Millard. Public Works Manager Vance Czerwinski was in attendance to present his respective reports. 1. CALL TO ORDER Mayor Ens called the meeting to order at 7:00 p.m. 2. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. APPROVAL OF MINUTES AND ADDITION OF AGENDA ITEMS (a) Minutes of the special meeting of Council held December 17, 2013. 2014-001 Moved by: Councillor E Ketchabaw Seconded by: Deputy Mayor C Evanitski "THAT the minutes of the special meeting held December 17,2013 be approved as circulated." CARRIED UNANIMOUSLY (b) Minutes of the regular meeting of Council held December 19, 2013. 2014-002 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor E Ketchabaw "THAT the minutes of the regular meeting held December 19,2013 be approved as circulated." CARRIED UNANIMOUSLY (c) Addqd Item(s) Page 1 of 9 Council Minutes January 09, 2014 2014-003 Moved by: Councillor E Ketchabaw Seconded by: Deputy Mayor C Evanitski "THAT in accordance with Section 21 of Procedural By-law 2002-93, correspondence dated December 30, 2013 from the Township of Malahide regarding The Small,Rural and Northern Municipal Infrastructure Fund be added to agenda item 9(c) for consideration." CARRIED UNANIMOUSLY 4. DELEGATIONS, STATEMENTS AND UPDATES 1. DELEGATIONS None. 2. STATEMENTS BY COUNCIL None. 3. UPDATES ON PROJECTS (a) Richmond Community Water System Administrator Kruger reported that the system, which was put into operation on December 20th has required only minor adjustments and has been working well. With the assistance of the SCADA and monitoring equipment, staff time, including weekends maybe reduced. He added that staff are calculating the costs of the construction, which is significantly over estimates, and will report to Council shortly. A meeting with RCW users is yet to be scheduled. He noted that the MOE Inspector has scheduled an on site inspection of the system. (b) Harbour Divestiture Nothing to report. 5. INFORMATION ITEMS (a) Correspondence dated October 16, 2013 from Municipality of East Ferris to Premier Kathleen Wynne regarding "The Small, Rural and Northern Municipal Infrastructure Fund". File: Al6 (b) Correspondence received January 2, 2014 from Canadian Wind Energy Association regarding "2014 Faces of Wind Calendar". File: A0l (c) Correspondence dated December 2, 2013 from Ministry of Energy regarding "Long- Term Energy Plan". Page 2 of 9 Council Minutes January 09, 2014 File: A16 (d) Correspondence dated December 9, 2013 from Ministry of Training, Colleges and Universities regarding "Labour Market Agreement". File: A16 (e) Correspondence dated December 18, 2013 from Elgin County regarding "Ambulance Response Times in the Municipality of Bayham". File: A16 Mayor Ens noted that the County has extended the trial period for the ambulance to be operating out of the Straffordville firehall with efforts to reduce emergency response times. He added that Vienna may be a more central location for the ambulance to be dispatched from during the day to help reduce response times. Currently the emergency responder starts the shift in Aylmer at 7:00 a.m. and returns to Aylmer by 5:00 p.m. Work hours may need to be adjusted to meet the demand and changed seasonally depending on calls. (f) Correspondence dated December 17, 2013 from Ministry of Natural Resources regarding "Proposed Habitat Regulation for Fowler'sToad and for Laura's Clubtail under the Endangered Species Act". File: A16 In response to questions, the Administrator commented that where the Fowler's Toad and Laura's Clubtail are found,the current habitat must be conducive to their preservation, however, continued beach raking may necessitate further discussion with the MNR. (g) Correspondence dated December 20, 2013 from Association of Municipalities of Ontario regarding "Report for the Special Purpose Business Property Assessment Review Released". File: A16 (h) Ombudsman Ontario Open Meeting Law Enforcement Team 2012 Annual Report. File: A16 (i) Correspondence dated December 18, 2013 from County of Lambton Office of the County Warden regarding "Resolution opposing the re-qualification of Municipal Building Officials". File: C10 (i) Correspondence dated December 13, 2013 from the Township of Mulmur regarding "Prior Years'Assessing of Properties". File: C10 (k) Correspondence dated December 2013 from Bancroft&Hastings Highlands Disaster Relief Committee regarding "Donation for Flood Relief'. File: C13 (1) Elgin Military Museum Project Ojibwa Report to Council November 2013. Page 3 of 9 Council Minutes January 09, 2014 File: D06 (m) Correspondence dated December 16, 2013 from Ontario Trillium Foundation regarding "Application 125663". File: Fl 1 (n) Correspondence dated December 31, 2013 from Stewardship Ontario regarding "Industry Funding for Municipal Blue Box Recycling for 2013 Program Year". File: L04 (o) Correspondence dated December 23, 2013 from Ontario Provincial Police regarding "Use of Force Guideline for Conducted Energy Weapon". File: PO (p) Correspondence from various municipalities regarding "OPP Proposed Billing Model". File: C10 2014-004 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor E Ketchabaw "THAT information items 5(a)through 5(p) be received for information." CARRIED UNANIMOUSLY 6. PLANNING,DEVELOPMENT, RECREATION& TOURISM 7. ROADS,AGRICULTURE & DRAINAGE 8. PROPERTY,BUILDING& PROTECTIVE SERVICES 9. FINANCE,ADMINISTRATION & PERSONNEL (a) Cheque Register being Cheque#015834 to Cheque#015872 inclusive totaling $54,602.78. 2014-005 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT Cheque Register being Cheque#015834 to Cheque#015872 inclusive, totaling $54,602.78 be approved." CARRIED UNANIMOUSLY (b) Correspondence dated December 16, 2013 from Kettle Creek Conservation Authority regarding "Elgin County Shoreline Management Plan". File: C13 Page 4 of 9 Council Minutes January 09, 2014 2014-006 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the Council of the Municipality of Bayham approves that funding in the amount of$7,000, in support of the Elgin County Shoreline Management Plan,be included in the 2014 operating budget; AND THAT the Planning Co-ordinator be appointed to the Technical Steering Committee." CARRIED UNANIMOUSLY (c) Correspondence dated December 18, 2013 from Elgin County Office of the Warden and correspondence from the Township of Malahide dated December 30, 2013 to Premier Kathleen Wynne regarding "Small, Rural and Northern Municipal Infrastructure Fund". File: Fl 1 2014-007 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT the Council of the Municipality of Bayham supports the correspondence from the County of Elgin and the Township of Malahide to Premier Kathleen Wynne requesting reconsideration of the applications submitted by the County under the Small,Rural and Northern Municipal Infrastructure Fund to relocate a County Road away from an encroaching shoreline, and in partnership with the Township of Malahide and the Municipality of Bayham to relocate a vital water line contained within the existing road allowance; AND THAT a similar letter and this resolution be forwarded to the Premier for re- consideration and action." CARRIED UNANIMOUSLY (d) Staff Report F2014-01 regarding "Yearly Update to Bylaws". File: C01 2014-008 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT By-Law 2014-002, being a by-law to provide for an Interim Tax Levy for 2014, and By-Law 2014-003, being a by-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31,2014, be presented to Council for enactment." CARRIED UNANIMOUSLY Page 5 of 9 Council Minutes January 09, 2014 (e) Memorandum regarding "Proposals -Administrator Recruitment". File: A05 Council reviewed and discussed the proposals and options available. It was agreed that professional assistance was required and suggested that use of the Elgin County Human Resources department may be of assistance to Mr. Winegard. 2014-009 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT Council of the Municipality of Bayham accepts the proposal for professional assistance, as submitted by Bill Winegard,for the recruitment process to fill the position of Administrator." CARRIED UNANIMOUSLY (1) Staff Report PW2014-01 regarding "Crossing Guard Request". File: T08 The Public Works Manager Czerwinski presented his report. He noted that the safe gap when students can cross safely is 20 seconds. Although crossings at the intersection of Plank Road and Main Street do not meet the criteria between 8:00 and 9:00 a.m. or between 3:10 and 4:00 p.m., the consultants also recommended placing crossing guards during the lunch break between 12:40 and 1:40 p.m. Staff was requested to provide detailed options and costing including installation of flashing crosswalk lights and the annual cost of crossing guards for two time slots. This item was deferred pending additional information. (g) Staff Report PW2014-02 regarding "Used Vacuum Trailer Purchase". File: F18 The Public Works Manager noted that there is a new outlet in London that sells and services vacuum trailers and they have one in better condition than the used one previously being considered. He added that there is a two-year factory warranty and staff training included in the $67,000 purchase price. As Council was concerned whether such equipment is necessary, it was suggested that the Manager seek a price to lease for a year, with the option to buy or see whether he could negotiate a better cash purchase price of$60,000 and report back. (h) Memorandum C2014-01 regarding "Committee Appointments". File: C12 Appointments were discussed and names inserted in the by-law as determined by Council. Page 6 of 9 Council Minutes January 09, 2014 2014-010 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT By-Law 2014-001, being a by-law to appoint volunteers, staff and Council members to Committees of Council,be presented to Council for enactment." CARRIED UNANIMOUSLY (i) Memorandum C2014-02 regarding "OPP Proposed Billing Model" and correspondence from the Ontario Association of Police Services Boards dated November 25, 2013. File: C10 After discussion, Council requested that the resolution in support of the Ontario Association of Police Services Boards correspondence be brought back at the next meeting for further consideration. 2014-011 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "WHEREAS the Ontario Provincial Police are proposing a new billing model for charging municipalities for policing services, starting in 2015; AND WHEREAS the current billing model is a deployment model,in which cost recovery is based on percentage of detachment workload, actual detachment staffing levels,wages and benefits, and a cost recovery component for other expenditures,which model has been in place for over 15 years; AND WHEREAS the new methodology would charge each municipality a flat$260 per household fee for the base costs related to providing police services, plus a variable charge for each call for service in that municipality. The rationale for this is that there is a base fixed cost for providing police services that must be borne by all participating municipalities, regardless of the number of calls for service that the OPP responds to in each municipality. The OPP have advised that 73% of their costs are fixed (i.e. base costs) and 27% are variable; AND WHEREAS the actual specifics of the cost for the calls for service have not been released or calculated,the OPP has estimated that the average cost per household in Ontario for policing services, including both the base cost and the calls for service,would be approximately $369; AND WHEREAS, based on this model, the Municipality of Bayham would see the OPP costs,if implemented for 2014, increase from the $796,647(estimated 2013 costs) to $915,489, an increase of$118,842 or 14.92%. AND WHEREAS this model is fundamentally flawed, unfair and inequitable; THEREFORE BE IT RESOLVED THAT the Province of Ontario and Premier Wynne be petitioned to recognize that this model is unfair to rural Ontario and Page 7 of 9 Council Minutes January 09, 2014 further that this funding model be scrapped immediately and replaced by a proposal that deals directly with lowering the high cost of policing in Ontario; AND FURTHER THAT this resolution be copied to the Minister of Community Safety & Correctional Services,the Attorney General of Ontario,the Minister of Rural Affairs,the Ontario Association of Police Services Boards, OPP Commissioner Chris Lewis,Leaders of the Opposition,Jeff Yurek,M.P.P. Elgin- Middlesex-London, the Mayors Coalition for Affordable and Sustainable Policing and the Association of Municipalities of Ontario (AMO) for support." CARRIED UNANIMOUSLY 10. ENVIRONMENT 11. COMMITTEE OF THE WHOLE (a) In Camera. 2014-012 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 8:37 p.m. to discuss: • the security of the property of the municipality or local board; • advice that is subject to solicitor-client privilege,including communications necessary for that purpose." CARRIED UNANIMOUSLY (b) Closed session minutes of the special meeting of Council held December 17, 2013. (c) Closed session minutes of the regular meeting of Council held December 19, 2013. (d) Confidential correspondence regarding the security of the property of the municipality or local board. (Project Ojibwa) (e) Confidential correspondence regarding advice that is subject to solicitor-client privilege, including communications necessary for that purpose. (Project Ojibwa) (1) Out of Camera. 2014-013 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Committee of the Whole do now rise from the "In Camera" session at 9:00 p.m." CARRIED UNANIMOUSLY Page 8 of 9 Council Minutes January 09, 2014 12. BY-LAWS (a) By-Law 2014-001 A By-Law to appoint members to boards and committees (b) By-Law 2014-002 A By-Law to provide for an interim tax levy (c) By-Law 2014-003 A By-Law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2014 (d) By-Law 2014-005 A By-Law to establish signing authority (e) By-Law 2014-006 A By-Law to further amend By-Law 2013-110 (Appointing Officers and Employees for the Municipality of Bayham) 2014-014 Moved by: Councillor E Ketchabaw Seconded by: Deputy Mayor C Evanitski "THAT By-Laws 2014-001, 2014-002,2014-003, 2014-005, and 2014-006 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY (f) By-Law 2014-007 A By-Law to confirm all actions of Council 2014-015 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT confirming By-Law 2014-007 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY 13. ADJOURNMENT (a) Adjournment 2014-016 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor E Ketchabaw "THAT the Council meeting be adjourned at 9:04 p.m." CARRIED UNANIMOUSLY E)7 MA OR CLERK Page 9 of 9