Loading...
HomeMy WebLinkAboutApril 03, 2014 - Council COUNCIL MINUTES THE CORPORATION OF THE MUNICIPALITY OF BAYHAM 9344 Plank Road, Straffordville, ON Council Chambers Thursday,April 3, 2014 7:00 p.m. 8:00 p.m. - Public Meeting -Drainage The regular meeting of the Council of the Municipality of Bayham was held on Thursday, April 3, 2014 in the Council Chambers. Present were Mayor Paul Ens, Deputy Mayor Cliff Evanitski, Councillors Wayne Casier, Tom Southwick, and Ed Ketchabaw and Clerk Lynda Millard. Planning Coordinator/Deputy Clerk Margaret Underhill and Chief Building Official/Drainage Superintendent Bill Knifton were in attendance to present their respective reports. 1. CALL TO ORDER Mayor Ens called the meeting to order at 7:00 p.m. Mayor Ens introduced Sharon Larmour who will be acting Administrator/Treasurer for the next few weeks,beginning April 8th Ms. Larmour thanked Council for the opportunity and said that she is looking forward to assisting in filling the vacancies on a temporary basis. She provided a brief outline of her experience as Director of Finance with the Municipality of Central Elgin,prior to her retirement, and more recently, short-term assistance in regard to Municipal finance in Dutton-Dunwich and with a consultant regarding Asset Management. 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 budget meeting held March 18, 2014. 2014-157 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT the minutes of the budget meeting held March 18, 2014 be approved as circulated." CARRIED UNANIMOUSLY (b) Minutes of the regular meeting of Council held March 20, 2014. 2014-158 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski Page 1 of 13 Council Minutes April 03, 2014 "THAT the minutes of the regular meeting held March 20, 2014 be approved as circulated." CARRIED UNANIMOUSLY (c) Added Item(s) 2014-159 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT in accordance with Section 21 of Procedural By-law 2002-93, a confidential matter regarding an identifiable individual(Administrator position) be added to the agenda as a closed session item." CARRIED UNANIMOUSLY 4. DELEGATIONS, STATEMENTS AND UPDATES 1. DELEGATIONS (a) 7:05 p.m. - Margot Auber - regarding Polestars Community Improvement Initiative progress update and additional details with respect to a funding request Ms. Auber provided an update of fund raising efforts to support the Polestar project in Port Burwell. She noted that Ontario Hydro is contributing$10,000 to $12,000 toward the banner artwork project and business, service club and individual donations have been received to support 400 wind sox, a booklet and flyers for the project. Council was invited to attend, along with an estimated 500 people, including students from the two local public schools and the East Elgin Secondary School Leadership Program the event on May 14th at the Marine Museum parking lot beginning at 11:30 a.m. The East Elgin Secondary School band will be performing. Ms. Auber noted that the cost price for T- shirts has been reduced to $5.50 a piece, and requested that Council provide funding to purchase a T-shirt for each participating student. Following discussion, Countil passed the following resolution: 2014-160 Moved by: Councillor T Southwick Seconded by: Deputy Mayor C Evanitski "THAT Council supports the Polestar project event to be held in Port Burwell, Wednesday, May 14 in the amount of$1,177.00 +tax." CARRIED UNANIMOUSLY 2. STATEMENTS BY COUNCIL Councillor Ketchabaw noted that he had seen the vacuum trailer in action in the Page 2 of 13 Council Minutes April 03, 2014 municipality and was quite impressed with the capabilities of the equipment and the works being undertaken. 3. UPDATES ON PROJECTS (a) Harbour Divestiture No update. 5. INFORMATION ITEMS (a) Correspondence dated March 24, 2014 from Association of Municipalities Ontario regarding "New Accountability and Transparency Act for Broader Public Sector with Proposed New Requirements to Be Imposed on Municipal Governments". File: A01 (b) Correspondence dated March 24, 2014 from Canada Post regarding "Potential closure on Saturdays and realignment of weekday hours at the Port Burwell Post Office". File: A01 (c) Correspondence dated March 14, 2014 from Libro Credit Union regarding "Grant Program Open House". File: A01 (d) Correspondence dated March 28, 2014 from Association of Municipalities Ontario regarding "New Building Canada Fund Announced -Agreement with Provincial Government Required to Allocate Funding in Ontario". File: A01 (e) Correspondence dated March 14, 2014 from Joe Preston, MP regarding "Volunteer Appreciation Week". File: A16 Councillor Ketchabaw questioned whether a list of Bayham volunteers had been provided to the office of Joe Preston, MP and was advised, no,but that it would be submitted shortly. (0 Correspondence dated March 31, 2014 from Ministry of Consumer Services regarding "Ontario One Call". File: A16 Councillor Ketchabaw also questioned whether the registration for the One Call had been completed. The Clerk responded that staff have been working toward becoming registered and she would seek confirmation at the next staff meeting. (g) Bayham Harbourfront Committee minutes of meeting held March 11, 2014. File: C06 Page 3 of 13 Council Minutes April 03, 2014 (h) Museums Bayham minutes of meeting held March 19, 2014. File: C06 (i) Copy of resolution passed by the Municipality of Niagara January 16, 2014 regarding "Long Term Energy Plan". File: C10 (j) Copy of correspondence dated March 17, 2014 from Wollaston Township to Premier Kathleen Wynne regarding "Provincial Direction Regarding Development on Private Roads". File: C10 (k) Memo dated March 21, 2014 from County of Elgin regarding "Actual 2013 Policing Costs". File: F1l (1) Correspondence dated March 2014 from Ministry of Citizenship and Immigration regarding "Lincoln M. Alexander Award 2014". File: M00 (m) Correspondence dated March 14, 2014 from Association of Municipalities Ontario regarding "OPP Policed Communities Update". File: P17 (n) Correspondence dated March 25, 2014 from Ministry of Community Safety and Correctional Services regarding "OPP Billing Model". File: P17 Councillor Southwick queried why the OPP appears to have a leading role in developing legislation and municipalities are being referred to them to answer questions regarding the proposed Billing Model, when the.OPP is a direct benefactor. Deputy Mayor Evanitski indicated that some municipalities seem to be aware that they will benefit from the proposed model and was concerned that those who are not yet aware may be the ones shouldering the increases. Councillor Ketchabaw commented that the cost is being paid from the property tax base when it should be collected from the income tax base. Following discussion it was agreed that Councillor Southwick provide a draft letter for review and consideration at the next Council meeting. 2014-161 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT information items 5(a) through 5(n) be received for information." Page 4 of 13 Council Minutes April 03, 2014 CARRIED UNANIMOUSLY 6. PLANNING, DEVELOPMENT, RECREATION & TOURISM No Items. 7. ROADS,AGRICULTURE & DRAINAGE 1. CORRESPONDENCE AND REPORTS 2. PUBLIC MEETING 2014-162 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Council Meeting be adjourned in order to hold a Public Meeting pursuant to the provisions of the Drainage Act." CARRIED UNANIMOUSLY PUBLIC MEETING 8:00 p.m. -Breedon Municipal Drain -to consider Spriet Associates Engineer's Report#213216 dated February 20, 2014. (Report attached in Section 12 By-Law 2014-033) DECLARATION OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF No declarations of pecuniary interest were declared. STAFF PRESENTATION Staff Report DR2014-002 regarding "Breedon Municipal Drain". File: E09 Drainage Superintendent Bill Knifton presented his report. John Spriet of Spriet Associates Engineer's Report noted that the report was required as the result of conditions imposed, through the property owner's application for consents to create two new parcels. Installation of the drain is primarily to provide a legal outlet for both created parcels and will be paid for entirely by the property owner. He added that the existing drain can be used as the outlet as it is less than 10 years old. PUBLIC COMMENTS No public comments were received. COUNCIL COMMENTS AND QUESTIONS Page 5 of 13 Council Minutes April 03, 2014 Upon a question from Councillor Ketchabaw, Mr. Spriet responded that future maintenance costs would be shared with the owners of other benefiting properties, including the Bayham West Cemetery. ADJOURNMENT 2014-163 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the Public Meeting be adjourned at 8:05 p.m." CARRIED UNANIMOUSLY DISPOSITION OF ITEM 2014-164 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT in accordance with Sections 44 to 46 of the Drainage Act, Council of the Corporation of the Municipality of Bayham hereby adopts Spriet Associates report #213216 dated February 20, 2014, referred to as the "Breedon Drain" report; AND THAT Provisional By-law#2014-033 be given first and second reading; AND THAT the Clerk be directed to distribute copies of the Provisional By-law and Notice of the time and place of the first sitting of the Court of Revision to the affected parties pursuant to Section 46 (2) of the Drainage Act; AND THAT a date of April 17, 2014 at 8:00 p.m. be set for the first sitting of the Court of Revision." CARRIED UNANIMOUSLY 8. PROPERTY, BUILDING& PROTECTIVE SERVICES (a) Staff Report PR2014-01 regarding "Designation of Lands as Part of Road System - Bogus Road". File: T05 2014-165 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT By-law No. 2014-037, being a By-law to assume and establish lands in the Municipality of Bayham as part of the open public highway system being Part 2 of Registered Plan 11R9734, being a portion of the Travelled Road known as Bogus Road,be presented to Council for enactment." CARRIED UNANIMOUSLY Page 6 of 13 Council Minutes April 03, 2014 9. FINANCE, ADMINISTRATION & PERSONNEL (a) Cheque Register being Cheque#016344 to Cheque#016423 inclusive totaling $1,222,013.99 and Payroll Disbursements for the period ending March 16, 2014 totaling $55,008.40. 2014-166 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT Cheque Register being Cheque#016344 to Cheque#016423 inclusive totaling $1,222,013.99 and Payroll Disbursements for the period ending March 16, 2014 totaling $55,008.40 be approved." CARRIED UNANIMOUSLY (b) Staff Report P2014-006 regarding "Health and Safety Policy Approval". File: A09 Councillor Ketchabaw questioned whether staff is required to sign off on the Health and Safety policy as well. The Clerk was requested to follow-up and provide a response. 2014-167 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT Staff Report P2014-006 regarding the Health and Safety Policy Statement be received; AND THAT the Policy Statement be approved by Council." CARRIED UNANIMOUSLY (c) Correspondence dated February 15, 2014 from Ben Reddekopp requesting use of Straffordville baseball diamond. (deferred from previous meeting held February 20, 2014) File: C13 Councillor Southwick requested that the item be deferred pending further information regarding the establishment of a new men's fastball team in Straffordville under the Tri- County League. 2014-168 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski Page 7 of 13 Council Minutes April 03, 2014 "THAT correspondence from Ben Reddekopp dated February 15, 2014 be deferred." CARRIED UNANIMOUSLY (d) Correspondence dated March 21, 2014 from Long Point Region Conservation Authority regarding "2013 Financial Statements". File: A16 In response to questions, Councillor Ketchabaw, as LPRCA Board Vice-Chairman, responded that there were no concerns from the audit or staff perspective and that 25% of funding comes from the ratepayers, while the remainder is acquired through fees. 2014-169 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT the Long Point Region Conservation Authority 2013 Financial Statements and Annual Report be received for information." CARRIED UNANIMOUSLY (e) Memorandum C2014-06 regarding "Property Inquiry". File: C13 Following discussion, Council agreed that the current need for commercial development is of more importance than parking space. 2014-170 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the inquiry regarding an interest in purchasing the old Firehall in Port Burwell for a potential commercial use be received; AND THAT Council agrees to consider purchase offers on the property." CARRIED UNANIMOUSLY (fl Memorandum C2014-07 regarding "Fee Waivers". File: F05 2014-171 Moved by: Councillor E Ketchabaw Seconded by: Deputy Mayor C Evanitski Page 8 of 13 Council Minutes April 03, 2014 "THAT Council approves a fee waiver for use of the Bayham Community Centre by the Bayham Historical Society for regular monthly meetings; AND THAT the cleaning fee only apply, as applicable." CARRIED UNANIMOUSLY (g) Memorandum regarding "HST, Cemetery Fees & Corner Posts". File: COl 2014-172 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor E Ketchabaw "THAT Memorandum C2014-08 regarding HST, Cemetery Fees and Corner Posts be received; AND THAT By-Law 2014-035 amending cemetery tariffs and fees, be presented to Council for enactment." CARRIED UNANIMOUSLY (h) Correspondence dated March 25, 2014 from South Central Ontario Region regarding "SCOR EDC". File: D02 Councillor Casier noted that good produce crops can be grown locally, however, substantial market sales are inconsistent and difficult to achieve. With assistance from SCOR, a consistent avenue for sales may be achieved, and if so, the impact could be significant. 2014-173 Moved by: Councillor T Southwick Seconded by: Deputy Mayor C Evanitski "THAT correspondence from South Central Ontario Region Economic Development Corporation be received; AND THAT Ed Ketchabaw be appointed as the representative for the Municipality of Bayham and Wayne Casier as alternate." CARRIED UNANIMOUSLY (i) Bayham Community Centres Committee draft minutes of meeting held March 27, 2014. File: C06 Page 9 of 13 Council Minutes April 03, 2014 2014-174 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "That the Bayham Community Centres Committee minutes of the meeting held March 27th be received; AND THAT By-law 2014-036 setting rates and fees and amending the cleaning fees for use of the Vienna and Straffordville Community Centres as follows: • a cleaning fee rate of$75 for partial hall and $120 for the whole/main hall,with or without kitchen use, be applied for use of the Vienna and Straffordville Community Centres by those approved for rental fee waivers; • a cleaning fee of$45 apply to the Lions, Lioness and Eastern Star for regular meeting uses (partial hall); • a cleaning fee of$75 apply to the Lions for regular Bingo use; and • a cleaning fee of$ $75 apply to partial hall use and $120 apply to whole hall/main hall,with or without kitchen use, for funeral luncheons, be presented for enactment; AND THAT the HST be applied to all hall rental fees, hall cleaning fees, and other items as directed." CARRIED 0) Discussion regarding posting of the vacant Treasurer position. 2014-175 Moved by: Councillor T Southwick Seconded by: Councillor E Ketchabaw "THAT staff be directed to post an ad for the position of Treasurer, as discussed. CARRIED UNANIMOUSLY 10. ENVIRONMENT 11. COMMITTEE OF THE WHOLE (a) In Camera. 2014-176 Moved by: Councillor T Southwick Seconded by: Councillor E Ketchabaw "THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 8:35 p.m. to discuss personal matters about an identifiable individual." Page 10 of 13 Council Minutes April 03, 2014 CARRIED UNANIMOUSLY (b) Discussion regarding personal matters about an identifiable individual. (Administrator position) (c) Out of Camera. 2014-177 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "THAT the Committee of the Whole do now rise from the "In Camera" session at 8:55 p.m." CARRIED UNANIMOUSLY 2014-178 Moved by: Councillor T Southwick Seconded by: Councillor W Casier "THAT Mayor Ens be authorized to endorse a letter of agreement with Paul Shipway for the position of Administrator, as discussed." CARRIED UNANIMOUSLY 2014-179 Moved by: Councillor T Southwick Seconded by: Deputy Mayor C Evanitski "THAT By-Law 2014-039, being a by-law to appoint an Administrator, be added to the agenda for enactment." CARRIED UNANIMOUSLY 12. BY-LAWS (a) By-Law 2014-033 A Provisional By-Law to provide for drainage works (Breedon Municipal Drain First &Second Reading only) 2014-180 Moved by: Councillor E Ketchabaw Seconded by: Deputy Mayor C Evanitski "THAT Provisional By-Law 2014-033 for the Breedon Drain be read a first and second time." CARRIED UNANIMOUSLY Page 11 of 13 Council Minutes April 03, 2014 (b) By-Law 2014-034 A By-Law to appoint Municipal Officers and Employees (Larmour) (c) By-Law 2014-035 A By-Law to further amend By-Law 2012-067 (Imposing Cemetery Tariffs and Fees) (d) By-Law 2014-036 A By Law to impose rates and fees (e) By-Law 2014-037 A By-Law to assume and establish lands as part of the open public highway system (Bogus Road) By-law 2014-039 A By-law to appoint an Administrator effective May 6, 2014 (Paul Shipway) 2014-181 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "THAT By-Laws 2014-034, 2014-035, 2014-036, 2014-037 and By-law 2014-039 be read a first, second and third time and fmally passed." CARRIED UNANIMOUSLY (f) By-Law 2014-038 A By-Law to confirm all actions of Council 2014-182 Moved by: Councillor E Ketchabaw Seconded by: Councillor T Southwick "That confirming By-Law 2014-038 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY Page 12 of 13 Council Minutes April 03, 2014 13. ADJOURNMENT (a) Adjournment 2014-183 Moved by: Councillor T Southwick Seconded by: Councillor E Ketchabaw "THAT the Council meeting be adjourned at 9:00 p.m." CARRIED UNANIMOUSLY _ t77/tie, M OR CLERK Page 13 of 13