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Home My WebLink AboutFebruary 06, 2014 - Council COUNCIL MINUTES THE CORPORATION OF THE MUNICIPALITY OF BAYHAM Council Chambers 9344 Plank Road, Straffordville February 6,2014 7:00 PM The regular meeting of the Council of the Municipality of Bayham was held on Thursday, February 6, 2014 in the Council Chambers. Present were Deputy Mayor Cliff Evanitski, Councillors Wayne Casier,Tom Southwick and Ed Ketchabaw, Treasurer/Acting Administrator David Aristone and Clerk Lynda Millard. Mayor Paul Ens was absent. Public Works Manager Vance Czerwinski, Chief Building Official/Drainage Superintendent Bill Knifton and Water/Wastewater Manager Ed Roloson were in attendance to present their respective reports. 1. CALL TO ORDER Deputy Mayor Evanitski 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 regular meeting of Council held January 23, 2014. The Clerk noted that there were date errors in the minutes for the January 23 and 30th minutes requiring amendments prior to approval. 2014-040 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "THAT the minutes of the regular meeting held January 23,2014 be amended to correct the resolution numbers from reference to 2013 to 2014, and approved as amended." CARRIED UNANIMOUSLY (b) Minutes of the budget meeting held January 30, 2014. Page 1 of 13 Council Minutes February 06, 2014 2014-041 Moved by: Councillor T Southwick Seconded by: Councillor E Ketchabaw "THAT the minutes of the budget meeting held January 30, 2014 be amended to correct the resolution numbers from reference to 2013 to 2014, and approved as amended." CARRIED UNANIMOUSLY (c) Added Item(s) 2014-042 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT in accordance with Section 21 of Procedural By-law 2002-93,By-law 2014- 016, a By-law to authorize an agreement for Municipal VoterView services and discussion regarding a trailer mounted vacuum purchase, be added to the agenda as items 12 and 9(h) respectively." CARRIED UNANIMOUSLY 4. DELEGATIONS, STATEMENTS AND UPDATES 1. DELEGATIONS (a) 7:05 p.m. -Eileen deJager,Bayham Library Supervisor and Faith Braun, CAP Youth Intern -regarding update on Straffordville Library activities and services. Faith Braun, a grade 10 student working after school hours at the Straffordville Library under the Community Access Program between September 2013 and the end of March 2014 has been working with patrons to assist with personal computer set-up and development of their computer skills. Her presentation included the various programs available for patrons of all ages. The Library Supervisor noted that the renovations created more activity space and better accessibility and has resulted in more programming and a considerable increase in attendance at the Straffordville Library. She added that the local community organizations have been very supportive as well. Ms. deJager also noted that the Port Burwell Library is the smallest in Elgin County and has a very limited amount of space for programming. (b) 7:15 p.m. -Valerie Donnell-regarding Sam's Place. Council was advised that Ms. Donnell was unable to attend. Staff was requested to confirm the status of the Food Concession Booth contract for 2014. Page 2 of 13 Council Minutes February 06, 2014 (c) 7:30 p.m. -Thomas Wilson-regarding Winter Control Contract. Thomas Wilson raised concerns regarding potential for liability and requested clarification of conflicting information regarding his current winter control contract and perceived changes in the renewal of the grass-cutting contract for 2014. Staff were directed to follow-up with Mr. Wilson's concerns and report back to Council. 2. STATEMENTS BY COUNCIL Deputy Mayor Evanitski advised that Jacqueline and Roger DeClerq would be celebrating their 60th wedding anniversary with an open house on Sunday, February 9th at the Bayham Community Centre from 1:00—4:00 p.m. 3. UPDATES ON PROJECTS (a) Richmond Community Water System The Water/Wastewater Operations Manager confirmed that operations are continuing smoothly and weekly staff hours are holding steady at three. (b) Harbour Divestiture No report. 5. INFORMATION ITEMS (a) Correspondence dated January 31, 2014 from Association of Municipalities of Ontario regarding "Highlights of the January 2014 Board Meeting". File: A01 (b) Mayors' Coalition for Affordable Sustainable Accountable Policing Briefing Note from Executive Steering Committee meeting held Monday, January 20, 2014. File: A01 (c) Correspondence from the Town of Parry Sound regarding Ontario Small Urban Municipalities Conference&Trade Show. File: A04 (d) Correspondence from the office of Jeff Yurek, MPP regarding "Budget Consultations for the 2014 Provincial Budget". File: A16 (e) Correspondence dated January 23, 2014 from Premier Kathleen Wynne regarding "OPP Billing Model Resolution". File: A16 Page 3 of 13 Council Minutes February 06, 2014 (f) Museums Bayham minutes of meeting held January 8, 2014. File: C06 (g) Copy of correspondence dated January 29, 2014 from the Municipality of Greenstone to the County of Lambton regarding "Re-qualification of Municipal Building Officials". File: C10 (h) Copy of correspondence from the Town of Tillsonburg to Premier Kathleen Wynne regarding "Council Resolution- OPP Billing Model Resolution". File: C10 (i) Correspondence dated January 29, 2014 from East Elgin Secondary School regarding "Challenge Day". File: C13 (i) Correspondence received January 31, 2014 from Dawn Rumble regarding "Prompt Response". File: C13 (k) Elgin Military Museum Project Ojibwa Report to Council December Operations. File D06 (1) Correspondence dated January 14, 2014 from Tillsonburg& District Multi-Service Centre(MSC)to thank Council for 2013 support. File: Fi l (m) Correspondence dated January 2014 from Municipal Employer Pension Centre Ontario regarding "OMERS Plan Funding Challenges". File: H02 (n) Correspondence dated January 31, 2014 from Ontario Honours and Awards regarding "2014 Ontario Senior of the Year Award". File: M02 2014-043 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT information items 5(a) through 5(o)be received for information." CARRIED UNANIMOUSLY Page 4 of 13 Council Minutes February 06, 2014 2014-044 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT Staff be directed to prepare and send a letter requesting clarification regarding stand on OPP billing model regarding Item 5(b) from the Mayors' Coalition." CARRIED UNANIMOUSLY 6. PLANNING,DEVELOPMENT, RECREATION& TOURISM 7. ROADS,AGRICULTURE & DRAINAGE (a) Staff Report PW2014-08 regarding "Conveyance of Given Road". File: T09 The Public Works Manager advised that the MNR and LPRCA have no concerns as long as there is no development that will impact species at risk. The normal procedures for closure and conveying to interested abutting landowners will be followed. A 200 foot portion of the Given Road north of the intersection will be retained to provide a turnaround area for snowplows or graders. 2014-045 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT Staff Report PW2014-08 regarding Conveyance of Given Road be received." CARRIED UNANIMOUSLY (b) Staff Report PW2014-09 regarding "Closure and Conveyance of Baldwin Line". File: T09 2014-046 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw 'THAT Council hereby declares the portion of the unopened road allowance (Baldwin Line),lying between Concession North Gore and Concession 8, commencing in Lot 13 through part of Lot 12,terminating at the Big Otter Creek, except for that portion 492.12 feet by 66 feet westerly from the Given Road, as surplus to municipal needs; Page 5 of 13 Council Minutes February 06, 2014 THAT Staff confirm with the abutting property owners their expressions of interest to acquire the said lands before proceeding; AND THAT upon confirmation, Staff be directed to take the necessary steps to stop up, close and convey the surplus lands to the abutting property owners, subject to shared payment, at the appraised value per acre, to the Municipality, plus their proportionate share of the related survey,legal fees and administrative costs." CARRIED UNANIMOUSLY 8. PROPERTY,BUILDING& PROTECTIVE SERVICES (a) Staff Report P2014-002 regarding "Proposed Municipal Office Improvements". File: A19 2014-047 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT Staff Report P2014-002 regarding Proposed Municipal Office Building Improvements be received; AND THAT Council award the contract to SJMA Architecture Inc. to provide a set of conceptual plans for office improvements and a budget for construction for the fee as quoted being$4,250 plus taxes." CARRIED 9. FINANCE,ADMINISTRATION& PERSONNEL (a) Cheque Register being Cheque#016009 to Cheque#016086 inclusive, except Cheques #015994 totaling$232,626.23 and Payroll Disbursements for the period ending January 19, 2014 totaling $70,338.40. 2014-048 Moved by: Councillor E Ketchabaw Seconded by: Councilllor W Casier "THAT Cheque Register being Cheque#016009 to Cheque#016086 inclusive, except Cheques #015994 totaling $232,626.23 and Payroll Disbursements for the period ending January 19,2014 totaling$70,338.40 be approved." CARRIED UNANIMOUSLY (b) Correspondence dated January 13, 2014 from Perth-Wellington MPP, Randy Pettapiece regarding "Resolution on Joint and Several Liability". File: A l 6 2014-049 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier Page 6 of 13 Council Minutes February 06, 2014 "THAT correspondence from Randy Pettapiece,MPP,Perth-Wellington regarding Resolution on Joint and Several Liability be received; AND THAT the Council of the Municipality of Bayham supports the private member's resolution for the provincial government to protect our taxpayers from higher property taxes by implementing a comprehensive,long-term solution to reform joint and several liability insurance for municipalities and address the alarming rise in insurance premiums due to rising litigation and claim costs." CARRIED UNANIMOUSLY (c) Staff Report PW2014-06 regarding "Crossing Guard Request". Murray Quinton, Commissionaires,to attend and respond to questions. File: T08 The Public Works Manager advised that Murray Quinton of the Commissionaires will not be attending. 2014-050 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT Staff Reports PW2014-01 and 2014-06 regarding the request for a school crossing guard at the intersection of Plank Road and Main Street in Straffordville be received; AND THAT the School Crossing Guard Warrant/Gap Survey be forwarded to the County of Elgin for review and appropriate action." CARRIED UNANIMOUSLY (d) Staff Report F2014-03 regarding "2013 Council Remuneration&Expenses. File: F03.03 2014-051 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT Staff Report F2014-03 regarding 2013 Council Remuneration & Expenses be received for information." CARRIED UNANIMOUSLY (e) Staff Report F2014-04 regarding "Investment Report". File: F12 2014-052 Moved by: Councillor W Casier Seconded by: Councillor T Southwick Page 7 of 13 Council Minutes February 06, 2014 "THAT Staff Report F2014-04 regarding Investment Report be received for information." CARRIED UNANIMOUSLY (0 Staff Report F2014-05 regarding "Water& Sewer Rates". File: F05.11 The Water/Wastewater Operations Manager recommended a consumption rate of$2.82 per m3 be set for 2014 for users of the combined primary and secondary systems(Vienna&Port Burwell area). 2014-053 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT Staff Report F2014-05 regarding Water& Sewer Rates be received; AND THAT By-Law 2014-015,being a by-law to set water and sewer rated be presented to Council for enactment." CARRIED UNANIMOUSLY (g) Bayham Community Centres Committee minutes of meeting held January 16, 2014. File: C06 2014-054 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT Bayham Community Centres Committee minutes of the meeting held January 16, 2014 be received; THAT a damage deposit(refundable less applicable damages,if any), be implemented for any partial use of the Bayham or Vienna Community Centre, on any day of the week,based on 50% of the rental fee for the respective area; THAT the current damage deposit of$320 (refundable less applicable damages, if any), for use of either entire facility,with or without the kitchen,be extended to any day of the week; THAT the hall Manager and/or municipal staff be authorized to use her/his discretion in charging the damage deposit(refundable less applicable damages,if any), for either partial rentals or use of the entire facility,with or without the kitchen,between Sunday and Thursday; AND THAT By-law 2014-012,being a by-law to further amend By-law 2012-012 imposing Rates and Fees,be presented to Council for enactment." CARRIED Page 8 of 13 Council Minutes February 06, 2014 (h) Discussion regarding a trailer mounted vacuum purchase. The Public Works Manager advised of a better deal of$60,000 available on a 2013 Trailer Vacuum, with less hours, rather than the previously recommended 2011 model at$67,000. 2014-055 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "THAT Council approves the purchase of a 2013 Vermeer V500LE-HD 500 gallon trailer-mounted vacuum at a cost of$60,000 plus HST; THAT the funds be drawn from the Equipment Reserve; AND THAT resolution 2014-035 to purchase a 2011 model and passed January 30 be repealed." CARRIED UNANIMOUSLY 10. ENVIRONMENT (a) Staff Report E2014-01 regarding "Household Hazardous Waste, Electronics and Large Item Drop-off Day." File: E07 2014-056 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the 2014 Household Hazardous Waste,Electronics and Large Item Drop- off Day be arranged for Saturday,May 24, 2014; AND THAT Clean Harbors Canada Inc. be retained to manage the Hazardous Waste Drop-off collection and disposal." CARRIED UNANIMOUSLY (b) Bayham Small Municipal Non-Residential Wells Quarterly Report for the period ending December 31, 2013. File: E08 2014-057 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the Bayham Small Municipal Non-Residential Wells Quarterly Report for the period ending December 31,2013 be received for information." CARRIED UNANIMOUSLY Page 9 of 13 Council Minutes February 06, 2014 (c) Bayham Water Distribution System Quarterly Report and Call Ins for the period ending December 31, 2013. File: E08 2014-058 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Bayham Water Distribution System Quarterly Report for the period ending December 31, 2013 be received for information." CARRIED UNANIMOUSLY (d) Bayham Water Distribution System 2013 Annual Report. File: E08 2014-059 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the Bayham Water Distribution System 2013 Annual Report be received for information." CARRIED UNANIMOUSLY (e) Bayham Water Distribution System 2013 Annual Compliance Summary Report. File: E08 2014-060 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Bayham Water Distribution System#260004748 2013 Annual Compliance Summary Report be received for information." CARRIED UNANIMOUSLY (1) Richmond Community Water System Quarterly Report and Call Ins for the period ending December 31, 2014. File: E08 Mr. Roloson noted that Elgin St. Thomas Public Health has issued an advisory for the Richmond system due to the high levels of sodium. 2014-061 Moved by: Councillor T Southwick Seconded by: Councillor W Casier Page 10 of 13 Council Minutes February 06, 2014 "THAT the Richmond Community Water System Quarterly Report and Call Ins for the period ending December 31, 2014 be received for information." CARRIED UNANIMOUSLY (g) Richmond Community Water System 2013 Annual Report. File: E08 2014-062 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Richmond Community Water System 2013 Annual Report be received for information." CARRIED UNANIMOUSLY (h) Richmond Community Water System 2013 Annual Compliance Summary Report. File: E08 2014-063 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the Richmond Community Water System#260074854 2013 Annual Compliance Summary Report be received for information." CARRIED UNANIMOUSLY (i) Port Burwell Wastewater Treatment Plant 2013 Annual Compliance Summary and Call Ins. File: E08 2014-064 Moved by: Councillor W Casier Seconded by: E Ketchabaw "THAT the Port Burwell Wastewater Treatment Plant 2013 Annual Compliance Summary and Call Ins be received for information." CARRIED UNANIMOUSLY 11. COMMITTEE OF THE WHOLE (a) In Camera. 2014-065 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw Page 11 of 13 Council Minutes February 06, 2014 "THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 9:27 p.m. to discuss: • the security of the property of the municipality or local board." CARRIED UNANIMOUSLY (b) Closed session minutes of the regular meeting of Council held January 9, 2014. (c) Confidential correspondence regarding the security of the property of the municipality or local board. (Project Ojibwa) (d) Confidential correspondence regarding the security of the property of the municipality or local board. (Project Ojibwa) (e) Out of Camera. 2014-066 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the Committee of the Whole do now rise from the "In Camera" session at 10:03 p.m." CARRIED UNANIMOUSLY 12. BY-LAWS (a) By-Law 2014-012 A By-Law to further amend By-Law 2012-022 (imposing rates and fees) (b) By-Law 2014-014 A By-Law to further amend By-Law 2004-015 (Water and Sewer Rates) (c) By-Law 2014-016 A By-Law to authorize an agreement (DataFix Municipal Voter View Services) 2014-067 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT By-Laws 2014-012, 2014-014 and 2014-016 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY (d) By-Law 2014-015 A By-Law to confirm all actions of Council 2014-068 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw Page 12 of 13 Council Minutes February 06, 2014 "THAT confirming By-Law 2014-015 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY 13. ADJOURNMENT (a) Adjournment 2014-069 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the Council meeting be adjourned at 10:04 p.m." CARRIED UNANIMOUSLY YOR CLERK Page 13 of 13