HomeMy WebLinkAboutOctober 02, 2014 - Council COUNCIL MINUTES
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
9344 Plank Road, Straffordville, ON
Council Chambers
Thursday, October 2,2014
7:00 p.m.
The regular meeting of the Council of the Municipality of Bayham was held on Thursday,
October 2, 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.
Treasurer Lorne James, Planning Coordinator/Deputy Clerk Margaret Underhill, Public Works
Manager Vance Czerwinski, Chief Building Official/Drainage Superintendent Bill Knifton and
Water/Wastewater Operations Manager Ed Roloson were in attendance to present their
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 regular meeting of Council held September 18, 2014.
2014-470
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT the minutes of the regular meeting held September 18, 2014 be approved as
circulated."
CARRIED UNANIMOUSLY
(b) Added Item(s)
There were no items added to the agenda.
4. DELEGATIONS, STATEMENTS AND UPDATES
1. DELEGATIONS
(a) 7:05 p.m. - Patricia Nemeth regarding "Municipal Office Procedures".
Page 1 of 11
Council Minutes October 02, 2014
Ms.Nemeth provided a handout to the Clerk identifying her concerns regarding three issues
about which she spoke, including adherence to legislated regulations, dog control and
enforcement and consistent communication practices.
It was agreed that the Mayor and the Ward Councillor would arrange to meet with her for further
clarification and discussion.
2014-471
Moved by: Deputy Mayor C Evanitski
Seconded by: Councillor W Casier
"THAT the information regarding various Municipal office procedures provided by
Patricia Nemeth be received for information."
CARRIED UNANIMOUSLY
(b) 7:15 p.m. -Museums Bayham regarding "Potential Acquisition".
File: A01
Mr. Hickey spoke on behalf of the Museums Board regarding the potential acquisition of a ship's
Wheelhouse. Pictures of the facility and draft layout drawings were presented. It was noted that
an earlier effort for a similar acquisition a number of years ago was lost when that wheelhouse
was engulfed by fire. Council was advised that the estimated cost of bringing the acquisition to
Bayham should be$25,000 and that fundraising efforts would be undertaken.
Council requested additional information and firmer financial estimates.
2. STATEMENTS BY COUNCIL
Mayor Ens noted that he had attended an OPP billing information session earlier in the day
and the matter would be discussed later on the agenda.
5. INFORMATION ITEMS
(a) Correspondence from Forum for Young Canadians regarding "Experiential learning in
politics and leadership".
File: A01
(b) Correspondence dated September 25, 2014 from Communities in Bloom regarding
"Gardens of Remembrance Program".
File: A01
Councillor Southwick requested that Item 5(b)be forwarded to the Port Burwell Horticultural
Society and the Polestars group.
(c) Correspondence dated September 18, 2014 from Association of Municipalities of
Ontario regarding "AMO Policy Update- Double Hatter Firefighter".
File: A01
(d) Correspondence dated September 15, 2014 from County of Elgin regarding "Speed
Page 2 of 11
Council Minutes October 02, 2014
Zone Amendment Dexter Line and Culloden Road".
File: A16
(e) Correspondence dated September 18, 2014 from County of Elgin regarding "2014
Warden's Banquet".
File: A16
(0 Bayham Community Centres Committee draft minutes of meeting held September 25,
2014.
File: C06
(g) Copy of resolution passed August 26, 2014 by the Township of Greater Madawaska
regarding "Protection of Public Participation Act".
File: C10
(h) Correspondence dated September 15, 2014 from The Ontario Aggregate Resources
Corporation regarding "Licence Fee Disbursement under the Aggregate Resources
Act".
File: D05
(i) Correspondence dated September 15, 2014 from Osler, Hoskin&Harcourt regarding
"Natural Resourse Gas Limited 2014 - 2015 Rates Applications".
File: E06
(l) Correspondence from OPP News Portal dated September 16 &22, 2014 regarding
"Tips for Motorist When Encountering Oversized Loads or Farm Vehices" and "What
Would You Do if You Are Involved in a Collission".
File: P17
2014-472
Moved by: Councillor W Casier
Seconded by: Deputy Mayor C Evanitski
"THAT information items 5(a) through 5(j) be received for information."
CARRIED UNANIMOUSLY
6. PLANNING, DEVELOPMENT,RECREATION & TOURISM
(a) Correspondence dated September 18, 2014 from County of Elgin regarding "Official
Plan Amendment 24 Pitt Street".
File: D09
2014-473
Moved by: Deputy Mayor C Evanitski
Seconded by: Councillor W Casier
"THAT correspondence from Elgin County regarding Official Plan Amendment
No. 12, 24 Pitt Street, Port Burwell be received for information."
Page 3 of 11
Council Minutes October 02, 2014
CARRIED UNANIMOUSLY
(b) Staff Report D2014-024 regarding "Froese Vegetables Consent E58/14".
File: D10.14 Froese Vegetables
2014-474
Moved by: Councillor W Casier
Seconded by: Deputy Mayor C Evanitski
"THAT Council recommend to the Elgin County Land Division Committee that
Consent Application E58/14, submitted by Froese Vegetables Inc.,be granted
subject to following conditions:
1. Planning Report Fee payable to the municipality
2. copy of the final survey be provided to the municipality
3.the subject lands are merged on title with the adjacent southerly lands and that
Subsection 50(3) of the Planning Act shall be applied to any subsequent conveyance
of the subject lands.
4. Letter of Undertaking providing for the merger of the said lands."
CARRIED UNANIMOUSLY
(c) Staff Report D2014-025 regarding "Patricio/Martins Consent E61/14".
File: D10.14 Patricio/Martins
2014-475
Moved by: Deputy Mayor C Evanitski
Seconded by: Councillor W Casier
"THAT Council recommend to the Elgin County Land Division Committee that
Consent Application E61/14, submitted by A.Patricio and J. Martins, be granted
subject to following conditions:
1.Planning Report Fee payable to the municipality
2. copy of the final survey be provided to the municipality
3. that Subsection 50(3) of the Planning Act shall be applied to any subsequent
conveyance of the subject lands
4.Letter of Undertaking providing for the merger of the said lands to the two
adjacent easterly parcels."
CARRIED UNANIMOUSLY
(d) Staff Report D2014-026 regarding "Matthews Consent E62/14".
File: D10.14 Matthews
Page 4 of 11
Council Minutes October 02, 2014
2014-476
Moved by: Councillor W Casier
Seconded by: Deputy Mayor C Evanitski
"THAT Council recommend to the Elgin County Land Division Committee that
Consent Application E62/14, submitted by Ed and Vivian Matthews,be granted
subject to following conditions:
1. Water Connection Permit and installation of water servicing to the severed parcel
2. $500 cash-in-lieu parkland dedication fee payable to the municipality
3. copy of the final survey be provided to the municipality
4. Planning Report Fee payable to the municipality."
CARRIED UNANIMOUSLY
7. ROADS,AGRICULTURE & DRAINAGE
(a) Staff Report PW2014-022 regarding "Minimum Maintenance Standards(MMS)
Compliance Review".
File: L04
The Public Works Manager indicated that the Compliance Review would put the Municipality in
a better position to ensure due diligence for mitigating liability.
Discussion followed.
2014-477
Moved by: Councillor W Casier
Seconded by: Councillor E Ketchabaw
"THAT Staff Report PW2014-022 regarding Minimum Maintenance Standards
(MMS) Compliance Review be received for information;
THAT the Council of the Corporation of the Municipality of Bayham engage 4
Roads Management to complete the Minimum Maintenance Standards (MMS)
Compliance Review;
AND THAT the recommendations within the Minimum Maintenance Standards
(MMS) Compliance Review are used to establish the level of service for the Roads
Department."
CARRIED
(b) Staff Report DR2014-013 regarding "Phillips Drain 2014 Award Contract".
File: E09
2014-478
Page 5 of 11
Council Minutes October 02, 2014
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT Staff Report DR2014-013 regarding Phillips Drain 2014 Award Contract be
received;
THAT Council accept the tender for provision of drainage works set out in the
Form of Tender for the Phillips Municipal Drain,as submitted by Van Bree
Drainage & Bulldozing Ltd.,in the amount of$74,025.00 (excluding HST),with
work to commence on or after April 1,2015 and be completed on or before July 31,
2015.
AND THAT By-Law 2014-098 authorizing the execution of contract documents be
presented to Council for enactment."
CARRIED UNANIMOUSLY
8. PROPERTY, BUILDING& PROTECTIVE SERVICES
9. FINANCE, ADMINISTRATION & PERSONNEL
1. CORRESPONDENCE AND REPORTS
(a) Cheque Register being Cheque#017319 to Cheque#017385 inclusive totaling
$232,367.44 and Payroll Disbursements for the period ending September 14, 2014
totaling $55,590.13.
2014-479
Moved by: Councillor W Casier
Seconded by: Councillor E Ketchabaw
"THAT Cheque Register being Cheque#017319 to Cheque#017385 inclusive,
totaling$232,367.44 and Payroll Disbursements for the period ending September
14, 2014 totaling$55,590.13 be approved."
CARRIED UNANIMOUSLY
(b) Correspondence from Royal Canadian Legion Ontario Command regarding "Military
Service Recognition Book".
File: A01
Staff was requested to confirm whether there are any funds remaining in the General Assistance
(grant)budget account.
(c) Staff Report E2014-012 regarding "Water-Wastwater-Sewer Use Regulatory By-laws".
File: E08
The Administrator explained that the combined water system provides greater opportunities to
create financial efficiencies, leverages use of reserves to create more sustainable reserves and
increases potential grant opportunities.
Page 6 of 11
Council Minutes October 02, 2014
2014-480
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT Report E2014-012 regarding Water-Wastewater-Sewer Use Regulatory By-
laws be received;
AND THAT
• By-law 2014-099, being a By-law respecting the Municipal Water Supply System
and the establishment of Water Rates and Water Charges;
• By-law 2014-100, a By-law respecting the Municipal Pollution Control System
and Municipal Storm Sewer System and the establishment Sewer Charges and
Sewer Surcharge Rates,
• By-law 2014-101, a By-law respecting the use of the Municipal Pollution Control
System and the Municipal Storm Sewer System be presented to Council for
enactment."
CARRIED
Recorded Vote requested by Councillor Southwick
In Favour Against
Councillor Casier X
Mayor Ens X
Deputy Mayor Evanitski X
Councillor Ketchabaw X
Councillor Southwick X
Motion Carried on a vote of 3 to 2 in favour
(d) Staff Report F2014-024 regarding "Investment Strategy Report".
File: F12
2014-481
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT Staff Report F2014-24 regarding Investment Strategy Report be received;
AND THAT the Council of the Municipality of Bayham directs the Treasurer to
bring forward investment portfolios to a Mixed Portfolio Base for 2015 Budget
deliberations."
CARRIED UNANIMOUSLY
Page 7 of 11
Council Minutes October 02, 2014
(e) Staff Report F2014-025 regarding "Vadim Accounting Software".
File: A03
2014-482
Moved by: Councillor T Southwick
Seconded by: Councillor E Ketchabaw
"THAT Staff Report F2014-25 regarding Vadim Software be received and referred
to 2015 budget deliberations for consideration."
CARRIED UNANIMOUSLY
(f) Staff Report F2014-028 regarding "2015 OPP Billing Model".
File: P17
2014-483
Moved by: Councillor T Southwick
Seconded by: Councillor E Ketchabaw
"THAT Staff Report F2014-28 regarding OPP Billing Model and the Municipal
Policing Billing Statement-OPP be received and referred to the 2015 budget
deliberations for consideration."
CARRIED UNANIMOUSLY
(g) Staff Report F2014-029 regarding "Winter Maintenance &Capital Expenses".
File: F05
The Treasurer recommended the deferral to the 2015 budget discussions for three capital projects
that have not yet been started and allocating the funds to anticipated winter maintenance for
November and December.
2014-484
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT Staff Report F2014-29 regarding Winter Maintenance & Capital Expenses
be received;
AND THAT Council directs the Treasurer to reallocate funds out of capital
expenses to the winter maintenance budget."
CARRIED UNANIMOUSLY
(h) Staff Report F2014-030 regarding "Facilities Financial Plan".
File: F05
The Administrator noted that several of the municipal facilities have zero years of life
expectancy remaining and an assessment of the eight key facilities will assist in determining the
costs when allocating future funds for capital upgrades or facility replacement.
Page 8of11
Council Minutes October 02, 2014
2014-485
Moved by: Councillor E Ketchabaw
Seconded by: Councillor T Southwick
"THAT Report F2014-030 regarding Facilities Financial Plan be received;
AND THAT the Council of The Corporation of the Municipality of Bayham direct
staff to utilize the Administration Building Expansion Reserve Funds to contract
Centric Engineering to conduct Municipal Facility Audits in the amount of
$22,420.00 +HST."
CARRIED UNANIMOUSLY
2. OTHER BUSINESS
(a) NOTICE
Pursuant to By-law 2007-121, being a By-law to adopt a Notice Provision Policy, the
Council of the Corporation of the Municipality of Bayham proposes to consider and/or
pass a By-law at the next regular meeting of Council,being October 16, 2014 to
establish procedure for governing calling proceedings and place of meetings - Council
Procedural By-law.
2014-486
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT the Notice given for consideration and/or passage of a by-law to establish
procedures for calling proceedings and place of meetings, at the next regular
Council meeting to be held October 16, be received for information."
CARRIED UNANIMOUSLY
10. ENVIRONMENT
11. COMMITTEE OF THE WHOLE
(a) In Camera.
2014-487
Moved by: Councillor W Casier
Seconded by: Councillor T Southwick
"THAT the Council do now rise to enter into an "In Camera" Session of Committee
of the Whole at 9:00 p.m. to discuss:
• personal matters about an identifiable individual, including municipal or local
board employees."
CARRIED UNANIMOUSLY
(b) Closed session minutes of the regular meeting of Council held September 18, 2014.
Page 9 of 11
Council Minutes October 02, 2014
(c) Confidential Verbal Report regarding personal matters about an identifiable individual,
including municipal or local board employees.
(d) Out of Camera.
2014-488
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
9:25 p.m."
CARRIED UNANIMOUSLY
2014-489
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
11(c)
"THAT the Administrator be allocated up to the amount of$22,000 +HST from
the Working Capital Reserve to conduct a non-union personnel organizational
review."
CARRIED UNANIMOUSLY
12. BY-LAWS
(a) By-Law 2014-098 A By-Law to authorize the execution of an agreement(Van Bree)
(b) By-Law 2014-099 A By-Law respecting the Municipal Water Supply System and
the establishment of water rates and water charges
(c) By-Law 2014-100 A By-Law respecting the Municipal Pollution Control System
and Municipal Storm Sewer System and the establishment of sewer charges and sewer
surcharge rates
(d) By-Law 2014-101 A By-Law respecting the use of Municipal Pollution Control
System and Municipal Storm Sewer System
2014-490
Moved by: Councillor E Ketchabaw
Seconded by: Councillor W Casier
"THAT By-Laws 2014-098,2014-099,2014-100 and 2014-101 be read a first, second
and third time and finally passed."
CARRIED UNANIMOUSLY
Page 10 of 11
Council Minutes October 02, 2014
(e) By-Law 2014-102 A By-Law to confirm all actions of Council
2014-491
Moved by: Councillor W Casier
Seconded by: Councillor E Ketchabaw
"THAT confirming By-Law 2014-102 be read a first, second and third time and
finally passed."
CARRIED UNANIMOUSLY
13. ADJOURNMENT
(a) Adjournment
2014-492
Moved by: Councillor E Ketchabaw
Seconded by: Councillor T Southwick
"THAT the Council meeting be adjourned at 9:29 p.m."
CARRIED UNANIMOUSLY
atet4
MA FR CLERK
Page 11 of 11