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HomeMy WebLinkAboutSeptember 04, 2014 - Council COUNCIL MINUTES THE CORPORATION OF THE MUNICIPALITY OF BAYHAM 9344 Plank Road, Straffordville, ON Council Chambers Thursday September 4, 2014 6:30 p.m. The regular meeting of the Council of the Municipality of Bayham was held on Thursday, September 4, 2014 in the Council Chambers. Present were Mayor Paul Ens, Deputy Mayor Cliff Evanitski, Councillors Wayne Casier, Tom Southwick and Ed Ketchabaw, Administrator Paul Shipway and Clerk Lynda Millard. 1. CALL TO ORDER AND DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Mayor Ens called the meeting to order at 6:30 p.m. No disclosures of pecuniary interest were declared. 2. ADDITION OF AGENDA ITEMS AND COMMITTEE OF THE WHOLE (a) Added Item(s) 2014-438 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT in accordance with Section 21 of Procedural By-law 2002-93, a request from the Periscope Playhouse group for a letter of support requesting funding from the Dorothy Palmer Estate Foundation,for the purpose of purchasing and constructing a Cultural and Community Centre in Port Burwell be added to the agenda as item 9(e)." CARRIED UNANIMOUSLY (b) In Camera. 2014-439 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 6:32 p.m. to discuss: • the security of the property of the municipality or local board; • litigation or potential litigation,including matters before administrative tribunals,affecting the municipality of local board." CARRIED UNANIMOUSLY Page 1 of 7 Council Minutes September 04,2014 (c) Confidential Staff Report regarding the security of the property of the municipality or local board. (d) Confidential Verbal Report regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. (e) Out of Camera. 2014-440 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT the Committee of the Whole do now rise from the "In Camera" session at 7:10 p.m." CARRIED UNANIMOUSLY 3. APPROVAL OF MINUTES (a) Minutes of the regular meeting of Council held August 21, 2014. 2014-441 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the minutes of the regular meeting held August 21,2014 be approved as circulated." CARRIED UNANIMOUSLY 4. DELEGATIONS, STATEMENTS AND UPDATES 1. DELEGATIONS -NONE. 2. STATEMENTS BY COUNCIL (a) Councillor Casier advised that the SCOR Food Hub Project recently launched its website initiative to include the registration and sale of local farm products, including vegetables, fruit,meat and cheese online, as well as promote sales at the farmgate. Councillor Ketchabaw offered the Bayham community congratulations for a very good Watermelon Festival and noted that Councillor Casier had won the seed-spitting contest with a distance of 25 feet. He also expressed concern that representation from the Elgin Military Museum has provided recent comment to the press regarding the Ojibwa project,however is unable to respond to inquiries from the municipality. Page 2 of 7 Council Minutes September 04, 2014 5. INFORMATION ITEMS (a) "Policy Update" correspondence dated August 21, 2014 from Association of Municipalities Ontario. File: A01 (b) Correspondence dated August 18, 2014 from The Ontario Aggregate Resources Corporation regarding "2013 Annual Report". File: A01 (c) Correspondence dated August 19, 2014 from Randy Pettapiece, Perth-Wellington MPP regarding "Liberals ignore municipalities'calls for liability reform". File: Al6 (d) Bayham Harbourfront Committee minutes of meetings held June 10, 2014 and July 8, 2014. File: C06 (e) Correspondence dated August 20, 2014 from CUPE regarding child care worker appreciation day. File: A01 (f) Edison Museum fundraiser information. (g) Municipal Election information update. File: C07 (h) OMA/OPP correspondence dated September 2, 2014 regarding Pedestrian Safety. File: A01 2014-442 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT information items 5(a) through 5(h) be received for information." CARRIED UNANIMOUSLY 6. PLANNING, DEVELOPMENT, RECREATION& TOURISM 7. ROADS, AGRICULTURE & DRAINAGE 8. PROPERTY, BUILDING& PROTECTIVE SERVICES (a) Staff Report P2014-017 regarding "Bayham Community Centre Tender Results". File: F18 The Administrator presented a report on the tender results pertaining to repairs to the Straffordville Community Centre. Bids were higher than estimated and he suggested the award Page 3 of 7 Council Minutes September 04, 2014 of the tender be deferred until the new 2014-2018 Council is in place to consider the future of the project and/or facility and budgeting. 2014-443 Moved by: Councillor E Ketchabaw Seconded by: Councillor Casier "THAT Staff Report P2014-017 regarding the Bayham Community Centre Tender Results be received for information; AND THAT Council direct staff to defer the award of the tender until the new 2014-2018 Council is in place; AND THAT Council direct staff to locate the Straffordville polling station in the Straffordville Fire Hall for the 2014 Municipal Election." CARRIED UNANIMOUSLY 9. FINANCE,ADMINISTRATION & PERSONNEL (a) Cheque Register being Cheque#017203 to Cheque#017261 inclusive, except Cheques #017021 totaling$163,757.19 and Payroll Disbursements for the period ending August 7, 2014 totaling$59,379.60. 2014-444 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT the Cheque Register being Cheque#017203 to Cheque#017261 inclusive, except Cheque#017021 totaling$163,757.19 and Payroll Disbursements for the period ending August 17,2014 totaling$59,379.60 be approved." CARRIED UNANIMOUSLY (b) Request received from the Aylmer Express to use the Vienna Community Centre main floor for an all-candidates night on September 25 or October 6 or October 9, 2014 along with a request to waive the rental fee. File: C13 2014-445 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT the Council of the Municipality of Bayham approves use of the Vienna Community Centre by the Aylmer Express for an all-candidates meeting,to be scheduled for October 9; THAT the Aylmer Express be granted a fee waiver for use of the upper hall; AND THAT the cleaning fee of$75 plus HST apply." CARRIED UNANIMOUSLY Page 4 of 7 Council Minutes September 04, 2014 (c) Bayham Community Centres Committee draft minutes of meeting held August 5, 2014. 2014-446 Moved by: Councillor W Casier Seconded by: Councillor E Ketchabaw "THAT the Council of the Municipality of Bayham approves a maximum whole hall occupancy load of 375 persons for functions held at the Vienna Community Centre; THAT the maximum main hall occupancy load for functions held at the Straffordville Community Centre,when using tables and chairs be set at 320 persons, and a maximum of 400 persons when using chairs only; THAT a maximum whole hall occupancy load,for functions held at the Eden and Area Community Centre of 180 persons be set, based on a maximum of 60 persons per room; AND THAT exceptions to the set maximum occupancy loads for any Community Centre be considered upon written request to Council." CARRIED UNANIMOUSLY (d) Staff Report C2014-006 regarding Volunteer Appreciation Night-Advisory Board and Committee Policy. File: A09 The Administrator presented his proposed policy that would assist members of committees of Council to fulfill their committee's mandate, provide guidance in carrying out their responsibilities as members, and support transparency, accountability and efficiencies. He also suggested acknowledgement of volunteers as a whole rather than centering out individuals. 2014-447 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski "THAT Staff Report C2014-006 be received; THAT Staff be directed to bring forward a by-law to adopt the Municipality of Bayham Advisory Board and Committee Policy attached to the report; AND THAT the Municipality of Bayham Volunteer Appreciation Night be held every four years in the final year of a term of Council pursuant to the Advisory Board and Committee Policy." CARRIED UNANIMOUSLY Page 5 of 7 Council Minutes September 04, 2014 (e) Request from the Periscope Playhouse Group for a letter of support requesting funding from the Dorothy Palmer Estate Foundation for the purpose of purchasing and constructing a Cultural Community Centre in Port Burwell. 2014-448 Moved by: deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT the Council of the Municipality of Bayham supports the request of the Periscope Playhouse Group for a funding application to seek funding support to establish a Cultural and Community Centre in Port Burwell." CARRIED UNANIMOUSLY 10. ENVIRONMENT 11. COMMITTEE OF THE WHOLE (a) In Camera. 2014-449 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor W Casier "THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 7:47 p.m. to discuss: • personal matters about an identifiable individual, including municipal or local board employees; • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board." CARRIED UNANIMOUSLY (b) Closed session minutes of the regular meeting of Council held August 7, 2014. (c) Closed session minutes of the special meeting of Council held August 14, 2014. (d) Confidential Verbal Report regarding personal matters about an identifiable individual, including municipal or local board employees. (Performance Appraisal) (e) Confidential Verbal Report regarding personal matters about an identifiable individual, including municipal or local board employees. (Vacation) (1) Out of Camera. 2014-450 Moved by: Councillor W Casier Seconded by: Deputy Mayor C Evanitski Page 6 of 7 Council Minutes September 04, 2014 "THAT the Committee of the Whole do now rise from the "In Camera" session at 8:40 p.m." CARRIED UNANIMOUSLY 12. BY-LAWS (a) By-Law 2014-080 A Provisional By-Law to provide for drainage works (Phillips Municipal Drain Third Reading Only) 2014-451 Moved by: Deputy Mayor C Evanitski Seconded by: Councillor E Ketchabaw "THAT Provisional By-Law 2014-080 for the Phillips Drain 2014, be read a third time and finally passed." CARRIED UNANIMOUSLY (b) By-Law 2014-096 A By-Law to confirm all actions of Council 2014-452 Moved by: Councillor E Ketchabaw Seconded by: Councillor W Casier "THAT confirming By-Law 2014-096 be read a first, second and third time and finally passed." CARRIED UNANIMOUSLY 13. ADJOURNMENT (a) Adjournment 2014-453 Moved by: Councillor W Casier Seconded by: Councillor T Southwick "THAT the Council meeting be adjourned at 8:42 p.m." CARRIED UNANIMOUSLY mAdte/ da-\ 1114A4Q YOR CL Page 7 of 7