HomeMy WebLinkAboutApril 04, 2013 - Council COUNCIL MINUTES
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
9344 Plank Road, Straffordville
April 4, 2013
7:00 PM
The regular meeting of the Council of the Municipality of Bayham was held on Thursday, April
4, 2013 in the Council Chambers. Present were Mayor Paul Ens, Deputy Mayor-Elect Cliff
Evanitski, Councillors Wayne Casier, Tom Southwick and Ed Ketchabaw, Administrator Kyle
Kruger and Clerk Lynda Millard.
Treasurer David Aristone was in attendance to present his reports.
1. CALL TO ORDER
Mayor Ens called the meeting to order at 7:00 p.m.
(a) DECLARATION OF ELECTED OFFICE - Deputy Mayor-elect, Cliff Evanitski (to
complete Council term ending November 30, 2014)
Deputy Mayor-elect Cliff Evanitski subscribed his declaration of office and was welcomed by
Council and approximately thirty members of the public who were present.
(b) STATEMENT BY DEPUTY MAYOR EVANITSKI
Deputy Mayor Evanitski thanked his supporters and acknowledged that it is great to be back.
Mayor Ens congratulated the Deputy Mayor on his triumph and acknowledged his opponents
Lynn Acre, Bob Lozon and Rainey Weisler for their efforts in the March 25th by-election. He
also thanked Councillor Wayne Casier for his assistance as acting Deputy Mayor during the
vacancy.
2. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE
THEREOF
None.
3. APPROVAL OF MINUTES AND ADDITION OF AGENDA ITEMS
(a) Minutes of the regular meeting of Council held March 21, 2013.
2013-149
Moved by Councillor E Ketchabaw
Seconded by Councillor W Casier
"THAT the minutes of the regular meeting held March 21, 2013 be approved as
circulated."
CARRIED
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Council Minutes April 04, 2013
(b) Added Item(s)
There were no items added to the agenda.
4. DELEGATIONS, STATEMENTS AND UPDATES
1. DELEGATIONS
None.
2. STATEMENTS BY COUNCIL
Mayor Ens noted that the Municipality supported efforts to raise awareness for autism at
noon on April 2.
Councillor Ketchabaw commented that he and Mayor Ens had met with a concerned citizen
on Springer Hill Road recently regarding brushing along the road allowance by the Malahide
Township Public Works department.
3. UPDATES ON PROJECTS
(a) Richmond Community Water System
The Administrator advised that the request for competitive quotes for equipment closes on
Friday, April 19th and the RFP for installation of the system is being fmalized.
(b) Harbour Divestiture
The Administrator advised that he has requested an update from Small Craft Harbours.
5. INFORMATION ITEMS
(a) Committee of Adjustment Decision regarding "54304 Eden Line".
File: D13
(b) Correspondence dated April 2,2013 from Minister Responsible for Seniors regarding
"Senior Achievement Award".
File: M02
(c) Media Release dated March 19, 2013 from Western Ontario Warden's Caucus
regarding "new web site to capture local broadband needs".
File: M06
Mayor Ens noted that there are forms available on line regarding broadband availability and the
public is encouraged to provide input.
(d) Copy of correspondence dated March 19, 2013 from Otter Valley Chamber of
Commerce to Ministry of Transportation regarding "Highway 19 Intersection
Improvement".
File: T05
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(e) Correspondence dated March 19, 2013 from Port Burwell Periscope Playhouse
regarding "Not-for-profit registration".
File: C13
(f) Correspondence dated March 21, 2013 from Environment Canada regarding
"Consultation on the Proposed Recovery Strategy for the Eastern Flowering Dogwood
in Canada".
File: A16
2013-150
Moved by Councillor T Southwick
Seconded by Councillor E Ketchabaw
"THAT information items 5(a)through 5(1) be received for information."
CARRIED UNANIMOUSLY
6. PLANNING,DEVELOPMENT, RECREATION& TOURISM
7. ROADS,AGRICULTURE & DRAINAGE
(a) Copy of correspondence dated March 14, 2013 from Town of Tillsonburg to Ministry
of Transportation regarding "Council Resolution- MTO -Hwy#3 and#19
Roundabout Class EA".
File: T04
2013-151
Moved by Councillor E Ketchabaw
Seconded by Councillor T Southwick
"THAT a copy of the correspondence dated March 8, 2013 from the Municipality of
Bayham to the West Region of the Ministry of Transportation in London regarding
Highway 3 and Highway 19 (Vienna Road) proposed improvements be forwarded to
the Minister of Transportation for consideration and appropriate action."
CARRIED UNANIMOUSLY
8. PROPERTY,BUILDING& PROTECTIVE SERVICES
(a) Discussion regarding 2013 East Beach clean-up-restoration requirements.
The Administrator provided a handout and noted that depth measurements had been taken by
staff earlier in the day in the area of the ponding and along the lake shore on the east beach
where the dredged material was placed. Some sampling results have been received and they
indicate no areas of concern. The remaining results should be available in a few days.
Members noted that the lower water level, at approximately 18" less than in 2012, in the lake is
contributing to the extended beach area and increased ponding. The placement of dredged
material has also contributed to the formation of a peninsula or island which may need to be
addressed. These areas encourage birds to congregate, adding to potential health issues with
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Council Minutes April 04, 2013
bacteria. It was suggested that the dredged material may have diminished over the winter and a
couple of storms may alleviate the situation.
It was also noted that the area west of the turnaround need debris cleaned up,the depression
filled in and some leveling done.
There was staff direction that the Long Point Region Conservation Authority be requested to
seek and facilitate input from experts in senior levels of government to develop a solution.
9. FINANCE,ADMINISTRATION & PERSONNEL
(a) Cheque Register being Cheque#014165 to Cheque#014267 inclusive totaling
$112,717.96 and Payroll Disbursements for the period ending March 17, 2013 totaling
$54,700.95.
2013-152
Moved by Councillor T Southwick
Seconded by Councillor W Casier
"THAT the Cheque Register,being Cheque#014165 to Cheque#014267 inclusive
totaling $112,717.96 and Payroll Disbursements for the period ending March 17,
2013 totaling$54,700.95 be approved."
CARRIED UNANIMOUSLY
(b) Copy of correspondence dated March 19, 2013 and March 25, 2013 from the Township
of Malahide and the Township of Southwold to the Ministry of the Environment and
the Ministry of Transportation regarding "Ontario Drive Clean Program".
File: A16
2013-153
Moved by Councillor W Casier
Seconded by Deputy Mayor C Evanitski
"THAT Council of the Municipality of Bayham endorses the resolution of the
Township of Malahide, dated March 7,2013 regarding the Ontario Drive Clean
Program."
CARRIED UNANIMOUSLY
(c) Staff Report F2013-10 regarding 2012 Surplus Allocation.
File: F05
It was noted that some of the surplus funds have come from the sale of municipal lands.
Alternative options for allocation of the$44,000 surplus were discussed.
2013-154
Moved by Councillor T Southwick
Seconded by Councillor W Casier
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Council Minutes April 04, 2013
"THAT the 2012 accumulated surplus of$44,000 be utilized as follows:
a) $11,000 be transferred to the Election Reserve to accommodate the costs of the
March 25th, 2013 by-election;
b) $10,000 be transferred to the Police Services Reserve to provide for future
increased police service costs;
c) $23,000 be transferred to the Capital Rate Stabilization Reserve to provide for
future unexpected capital costs."
CARRIED UNANIMOUSLY
(d) Staff Report PR2013-03 regarding Harbour Facilities 2013.
File: L04
It was noted that other individuals have recently approached Council members regarding use of
the docks. There have been no improvements to the area for a number of years. Members agreed
that the property be advertised"as is"and that the successful bidder be required to provide a
certificate of insurance naming the Municipality as an additional insured, in the minimum
amount of$2 million.
2013-155
Moved by Councillor E Ketchabaw
Seconded by Deputy Mayor C Evanitski
"THAT the Municipality seek requests for proposal to operate the municipal Black
Docks,boat launch, and finger docks for 2013, as discussed."
CARRIED UNANIMOUSLY
(e) Memorandum C2013-01 regarding Municipal Assistance Allocations.
The draft resolutions for approval of municipal assistance requests were reviewed, discussed and
finalized. Requests included fee waivers for use of the community centres, staff time and
financial contributions toward the cost of local special events,parades and special needs, use of
the municipal parks, sign,picnic tables,portable washrooms, garbage dumpster, moving cement
planters and providing mulch, soil and water for flowers and planters.
2013-156
Moved by Deputy Mayor C Evanitski
Seconded by Councillor W Casier
"THAT Council approves fee waivers for use of the Community Centres as follows:
1. Bayham Community Centre
- Bayham Community Policing Committee main hall for regular meetings and as
required for educational events;
- Optimist Club of Straffordville/Bayham main hall plus kitchen for 2 events;
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Council Minutes April 04, 2013
- SAC/SERVE Parents Association main hall 2 events;
-Straffordville Community Committee main hall monthly/bi-monthly meetings plus
12 potential additional events, parking lot, cement pad and grounds 1 event;
- Straffordville Firefighters Association entire hall 2 events;
-Straffordville Graduation Committee main hall 2 events;
- Straffordville Lions Club main hall bi-monthly dinner meetings,weekly Bingo plus
3 events;
- Straffordville Santa Claus Parade Committee main hall 1 event;
2. Vienna Community Centre
-Bayham Community Policing Committee main hall as required for educational
events;
- Bayham Historical Society for monthly meetings plus storage at Edison Museum;
-Eastern Star upper hall 10 meetings plus other potential fundraising events;
-Edisonfest Committee Memorial Park,whole hall back up for fest June 1;
- St. Luke's Anglican Church Guild basement with kitchen 2 events plus funeral
luncheons as required,Memorial Park 1 event;
-Vienna Citizens Group hall 5 events;
-Vienna Lioness den with kitchen for 10 monthly meetings,basement 1 event two
days, entire hall 2 events two days each, possible additional events;
-Vienna Lions Club den with kitchen 21 meetings,whole hall with kitchen 3 events,
basement 2 events;
AND THAT the cleaning fee only apply,except for funerals."
CARRIED UNANIMOUSLY
2013-157
Moved by Councillor W Casier
Seconded by Councillor E Ketchabaw
"THAT Council approves cash donations as follows:
Aylmer & East Elgin Agricultural Society $500
Bayham Community Policing committee$500
East Elgin Community Assistance Program$2,000
Elgin County Plowmen's Association $200
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Council Minutes April 04, 2013
Otter Valley Chamber of Commerce $500
Port Burwell/Bayham Horticultural Society$400
Port Burwell Periscope Playhouse $1,500
Tillsonburg District Multi-Service Centre$500
Vienna Citizens Group $400;
THAT Council approves cash donations to local festivals as follows:
"Edisonfest" Committee$1,500
Port Burwell Historical Society "Canada Day" $1,200
Ottervalley/Port Burwell Optimists "Tub Daze" $1,500
Straffordville Community Committee "Watermelon Fest" $1,500;
AND THAT the Port Burwell Legion be allocated $2,010 toward property taxes."
CARRIED UNANIMOUSLY
2013-158
Moved by Deputy Mayor C Evanitski
Seconded by Councillor W Casier
"THAT Council approves the following items;
Bayham Historical Society use of Edison Museum for storage, display, student and
researchers,file cabinet, file folders,paper, envelopes, use of photo copier and
supplies;
Edisonfest Committee use of Vienna Memorial Park 1 event,picnic tables,cones, few
tables & chairs, 2 portable washrooms and 1 hand washing station;
Otter Valley/Port Burwell Optimists 9 portable washrooms and 2 wash stations for
Tub daze,fence posts, picnic tables, garbage cans,4 - 5 hrs staff assistance with
setup and Santa Claus parade road closure and traffic control;
Port Burwell/Bayham Horticultural Society staff support and equipment to move
planters to approved locations, replacing soil and placing grass seed to repair
properties after moving, supply access to water for members to maintain cement
planter boxes when necessary, use of Municipal sign;
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Council Minutes April 04, 2013
Port Burwell Historical Society "Canada Day" use of beach area, gazebo, cenotaph,
Marine Museum parking lot,parade road closure (legion to cenotaph),traffic
control and equipment, portable washrooms,parade insurance coverage;
Port Burwell Legion road closure and traffic control(legion to cenotaph) for
Armistice Day parade November 10/13;
Port Burwell/Vienna United Church use of 5 -6 picnic tables July 1 from 10 a.m. -3
p.m.;
Straffordville Community Committee grounds preparation,install& remove
banners,parade traffic control,portable washrooms, garbage dumpster, additional
picnic tables, cleaning of cement pad for Watermelonfest, assist with planting and
watering flowerbeds and install and remove Christmas lights at parkette;
Straffordville Firefighters Association use of Municipal sign;
Straffordville School Graduation Committee use of Bayham Community Centre
parking lot for book and yard sale and bottle drive;
Straffordville Santa Claus Parade Committee, Old Chapel road closure,parade
traffic control;
Vienna Citizen's Group provision of wood chips or mulch, provide water for
hanging baskets in Vienna."
CARRIED UNANIMOUSLY
(f) Staff Report F2013-11 regarding Request for Consideration- 33 Robinson St. Water.
File: F03
The Administrator noted that Council has granted special payment arrangements for similar
situations in the past. An adjusted repayment schedule will require that current billings also be
kept paid up to date.
2013-159
Moved by Councillor E Ketchabaw
Seconded by Deputy Mayor C Evanitski
"THAT Staff be authorized to complete a 12 month payment plan with the owner of
33 Robinson Street for the January/February water/sewer billing with penalty and
interest waived as outlined in report F2013-11."
CARRIED UNANIMOUSLY
10. ENVIRONMENT
(a) Ontario Drinking Water Systems Regulation O. Reg. 170/03 Port Burwell Area
Secondary Water Supply System Annual Report for the period January 1 - December
31, 2012.
File: E08
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Council Minutes April 04, 2013
2013-160
Moved by Deputy Mayor C Evanitski
Seconded by Councillor E Ketchabaw
"THAT the Port Burwell Area Secondary Water Supply System Annual Report for
the period January 1 -December 31, 2012 be received for information."
CARRIED UNANIMOUSLY
(b) Notice of Completion of Environmental Study Report for Elgin County Road 24
(Dexter Line)Relocation Project.
File: T05
The Administrator noted that Elgin County Council has yet to determine how the road re-
location will move forward. Approximately 60% of the cost of the estimated$1.2 million re-
location of the waterline will be paid by Bayham users.
2013-161
Moved by Councillor E Ketchabaw
Seconded by Councillor T Southwick
"THAT the Notice of Completion of Environmental Study Report for Elgin County
Road 24 (Dexter Line)Relocation Project be received for information."
CARRIED UNANIMOUSLY
(c) Correspondence dated March 26, 2013 from Elgin Area Primary Water Supply System
regarding "2012 Compliance Report".
File: E08
It was noted that there have been some compliance issues by American Water, the former
operator. The Ontario Clean Water Agency is now the operator.
2013-162
Moved by Councillor W Casier
Seconded by Deputy Mayor C Evanitski
"THAT the Elgin Area Primary Water Supply System 2012 Compliance Report be
received for information."
CARRIED UNANIMOUSLY
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Council Minutes April 04, 2013
11. COMMITTEE OF THE WHOLE
(a) In Camera.
2013-163
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 8:42 p.m. to discuss a proposed or pending acquisition or disposition
of land by the municipality or local board."
CARRIED UNANIMOUSLY
(b) Closed session minutes of the regular meeting of Council held March 21, 2013.
(c) Confidential Staff Memorandum regarding a proposed or pending acquisition or
disposition of land by the municipality or local board. (29 Wellington Street)
(d) Out of Camera.
2013-164
Moved by Councillor W Casier
Seconded by Deputy Mayor C Evanitski
"THAT the Committee of the Whole do now rise from the "In Camera" session
at 8:46 p.m."
CARRIED UNANIMOUSLY
12. BY-LAWS
(a) By-Law 2013-030 A By-Law to authorize the sale of lands owned by the
Municipality of Bayham
The Administrator noted that all the criteria requested by the purchasers have been met,however,
the condition regarding financing has been extended. Should they not be able to move forward,
the by-law can be repealed.
(b) By-Law 2013-031 A By-Law to authorize the renewal of an agreement (Wilson Law
Care &Snow Removal)
(c) By-Law 2013-032 A By-Law to authorize the renewal of an agreement (Natures
Choice)
(d) By-law 2013-033 A By-Law to authorize the renewal of an agreement (Donnell)
(e) By-Law 2013-034 A By-Law to authorize the renewal of an agreement (Ground
Effects Landscaping)
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Council Minutes April 04, 2013
2013-165
Moved by Councillor E Ketchabaw
Seconded by Deputy Mayor C Evanitski
"THAT By-Laws 2013-030, 2013-031,2013-032, 2013-033 and 2013-034 be read a
first, second and third time and finally passed."
CARRIED UNANIMOUSLY
(0 By-Law 2013-035 A By-Law to confirm all actions of Council
2013-166
Moved by Councillor T Souothwick
Seconded by Councillor_E Ketchabaw
"THAT confirming By-Law 2013-035 be read a first,second and third time and
finally passed."
CARRIED UNANIMOUSLY
13. ADJOURNMENT
(a) Adjournment
2013-167
Moved by Councillor T Southwick
Seconded by Councillor W Casier
"THAT the Council meeting be adjourned at 8:54 p.m."
CARRIED UNANIMOUSLY
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