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