Corporation of the Municipality of South Huron

Minutes for the Regular Council Meeting

Meeting #:
Date:
-
Location:
Council Chambers - Olde Town Hall
Members Present:
  • Maureen Cole - Mayor
  • Dave Frayne - Deputy Mayor
  • Tom Tomes - Councillor - Ward 1
  • Marissa Vaughan - Councillor - Ward 1
  • Wayne DeLuca - Councillor - Ward 2
  • Craig Hebert - Councillor - Ward 2
  • Ted Oke - Councillor - Ward 3
Staff Present:
  • Dan Best, CAO
  • Genevieve Scharback, Corporate Services Manager/Clerk
  • Sandy Becker, Financial Services Manager/Treasurer
  • Jo-Anne Fields, Community Services Manager
  • Don Giberson, Environmental Services Director
  • Jason Parr, Transportation Services Manager
  • Sarah Smith, Huron County Planner

Mayor Cole called the meeting to order at 6:00 p.m.

The agenda was amended by adding Items 8.1.5.1, 8.6.2, 8.6.3 and 8.6.4 to the Staff Reports.

  • Recommendation:
    Motion:290-2017
    Moved:T. Oke
    Seconded:W. DeLuca

    That South Huron Council approves the Agenda as amended.

Disposition: : Carried

Mr. Lane reviewed his presentation noting the concerns of Grand Cove residents.  He advised that they request that Council use reserves to reduce the total cost of the Grand Bend Area Sewage Treatment Facility, and that 20% of costs be charged to all other users, not including Grand Cove residents. He asked that the information letter from the Treasurer include clarification that the twenty (20) year debentures cannot be paid out prior to the end of the twenty (20) year term.

Mayor Cole thanked Mr. Lane and reminded everyone of the information session tomorrow at 6:00 p.m. in regards to the cost recovery process.

  • Recommendation:
    Motion:291-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council receives the delegation as presented from Ernie Lane.

Disposition: : Carried

Mr. Flynn advised Council of his concerns regarding weeds along the Exeter-Goderich railway abutting his property.  He will continue working with the Clerk to address the matter, but would like Council to be aware of the issue as it affects many properties in South Huron.

  • Recommendation:
    Motion:292-2017
    Moved:D. Frayne
    Seconded:W. DeLuca

    That South Huron Council receives the delegation as presented from Laverne Flynn.

Disposition: : Carried
  • Recommendation:
    Motion:293-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council adopts the minutes of the Committee of the Whole Meetings of July 11, July 17 and August 9, 2017 and Regular Council Meeting of July 17, 2017, as printed and circulated.

  • Recommendation:
    Motion:294-2017
    Moved:D. Frayne
    Seconded:M. Vaughan

    That South Huron Council accept the recommendation from the Committee of the Whole and reaffirm the Community Hub/Centre as key priority projects.

  • Recommendation:
    Motion:295-2017
    Moved:W. DeLuca
    Seconded:T. Oke

    That South Huron Council accept the recommendation from the Committee of the Whole and reaffirm the Exeter Pool/washrooms as key priority projects.

  • Recommendation:
    Motion:296-2017
    Moved:D. Frayne
    Seconded:T. Oke

    That South Huron Council accept the recommendation from the Committee of the Whole to proceed with public engagement for the the Community Hub/Recreation Centre and Exeter Swimming Pool/Washroom projects. 

  • Recommendation:
    Motion:297-2017
    Moved:C. Hebert
    Seconded:M. Vaughan

    That South Huron Council accept the recommendation from the Committee of the Whole to direct Administration to submit draft terms of reference for Project Steering Committee and Fundraising Committee for council consideration.

  • Recommendation:
    Motion:298-2017
    Moved:T. Oke
    Seconded:M. Vaughan

    That South Huron Council accept the recommendation from the Committee of the Whole to direct Administration to make an application to the Federation of Canadian Municipalities (FCM) for a feasibility study to explore energy efficiencies including net zero options for the Community Hub/Recreation Centre.

  • Recommendation:
    Motion:299-2017
    Moved:D. Frayne
    Seconded:C. Hebert

    That South Huron Council accept the Committee of the Whole recommendation for the Community Hub/Recreation Centre, that the Design Build Construction Process is adopted and that for the Pool/washroom project a construction management approach is adopted.

  • Recommendation:
    Motion:300-2017
    Moved:C. Hebert
    Seconded:W. DeLuca

    That South Huron Council accept the recommendation from the Committee of the Whole to proceed with preliminary public consultation for the Community Hub/Recreation Centre.

Disposition: : Carried
Disposition: : Carried
Disposition: : Carried
Disposition: : Carried
Disposition: : Carried
Disposition: : Carried
Disposition: : Carried
Disposition: : Carried

Mayor Cole advised that Committees must follow their Terms of Reference and bring recommendations to Council for approval of decisions.

  • Recommendation:
    Motion:301-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That the minutes of the following committees and/or boards be received as presented to Council:

    • Exeter Rodeo Committee - Minutes July 19, 2017 and August 2, 2017;
Disposition: :
  • Recommendation:
    Motion:302-2017
    Moved:W. DeLuca
    Seconded:C. Hebert

    That the minutes of the following committees and/or boards be received as presented to Council:

    • South Huron Heritage Advisory Committee - Minutes July 20, 2017.
Disposition: : Carried

Council requested clarification from the Committee regarding the Committee's resolution to send members to the conference.  The minutes will be brought back to Council with that information.

  • Recommendation:
    Motion:303-2017
    Moved:T. Oke
    Seconded:W. DeLuca

    That the minutes of the Communities in Bloom of July 5, 2017 be deferred to the September 5th Council meeting.

Disposition: : Carried
  • Recommendation:
    Motion:304-2017
    Moved:T. Oke
    Seconded:W. DeLuca

    That South Huron Council receives the report from S. Smith, Huron County Planner re: Deeming By-law Application for Plan 376 Lots 804, 805, 806 & 807, Exeter Ward, Municipality of South Huron.

Disposition: : Carried
  • Recommendation:
    Motion:305-2017
    Moved:D. Frayne
    Seconded:M. Vaughan

    That South Huron Council recommends to Huron County Council that Consent for File B16-2017 be granted with conditions as set out in the Planner's report dated August 21, 2017.

Disposition: : Carried
  • Recommendation:
    Motion:306-2017
    Moved:W. DeLuca
    Seconded:T. Tomes

    That South Huron Council recommends to Huron County Council that consent for File B17-2017 be granted with conditions as set out in the Planner's report dated August 21, 2017.

Disposition: : Carried
  • Recommendation:
    Motion:307-2017
    Moved:C. Hebert
    Seconded:M. Vaughan

    That South Huron Council recommends to Huron County Council that consent for File B18-2017 be granted with conditions as set out in the Planner's report dated August 21, 2017.

Disposition: : Carried
  • Recommendation:
    Motion:308-2017
    Moved:D. Frayne
    Seconded:W. DeLuca

    That South Huron Council recommends to Huron County Council that consent for File B46-2017 be approved with the conditions set out in the Planner's report.

Disposition: : Carried
  • Motion:309-2017
    Moved:W. DeLuca
    Seconded:C. Hebert

    That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: 2018 Budget Process and Schedule; and

    That South Huron Council endorse, in principle the 2018 Budget guiding principles as outlined in this report; and

    That South Huron Council approves the 2018 Budget Schedule as amended and attached hereto.

    2018 Budget Schedule:

    • September 5, 2017 - 1 p.m. to 4 p.m.  Carling Room - Budget Committee #1 - Budget Process Overview and Direction;
    • October 30, 2017 - 1 p.m. to 4 p.m. Carling Room - Budget Committee #2 - Preliminary Overview of Proposed 2018 Budget;
    • November 7, 2017 - 6 p.m. to 8 p.m. Carling Room - Public Open House and Presentation;
    • November 14, 2017 - 4 p.m. to 7 p.m. Carling Room - Budget Committee Meeting #3 - Budget Deliberations;
    • November 28, 2017 - 9 a.m. to 4 p.m. Carling Room - Budget Meeting #4 - Budget Deliberations;
    • December 18, 2017 - Council Chambers - Approval and Adoption of 2018 Budget at Council Meeting
Disposition: : Carried
  • Motion:310-2017
    Moved:C. Hebert
    Seconded:D. Frayne

    That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: 2017 Council Expenses as of June 30, 2017.

     

Disposition: : Carried
  • Motion:311-2017
    Moved:T. Oke
    Seconded:T. Tomes

    That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: 2017 Capital Projects Status Report completed as of July 31, 2017.

Disposition: : Carried
  • Motion:312-2017
    Moved:D. Frayne
    Seconded:C. Hebert

    That South Huron Council receives the report from Jason Parr, Transportation Services Manager Re: Motor Grader Tender Results; and

    That South Huron Council accepts the tender received from Nortrax Canada Inc for the supply of a John Deere 772G motor grader in the amount of $444,078.70, including HST; and

    That South Huron Council authorizes a transfer from Transportation Capital Replacement Reserve in the amount of $11,902.62 to cover the amount over approved budget.

Disposition: : Carried
  • Motion:313-2017
    Moved:C. Hebert
    Seconded:T. Tomes

    That South Huron Council receives the report from Jo-Anne Fields, Community Services Manager re: Power Scrubber Quotation Results – SH-17-RS-03; and 

    That South Huron Council accepts the Request for Quote for the provision of one (1) Power Scrubber, as submitted by low bidder Karcher Professional Wash Systems in the amount of $7,288.50, including HST.

     

Disposition: : Carried
  • Recommendation:
    Motion:314-2017
    Moved:D. Frayne
    Seconded:T. Tomes

    That South Huron Council receives the report from Jo-Anne Fields, Community Services Manager re: Selection of proponent(s) to provide concession operations in South Huron; and

    That Council authorize staff to enter into a Concession Agreement with Darren Kints for operations at the South Huron Recreation Centre and Centralia-Huron Park Lions Club for the Stephen Arena; and

    That the proponent(s) enter into said Concession Agreement for a period of two years, with the option of one additional year of service.

     

Disposition: : Carried
  • Motion:315-2017
    Moved:C. Hebert
    Seconded:W. DeLuca

    That South Huron Council receives the report from D. Best, Chief Administrative Officer/Deputy Clerk re: Grand Bend Sewage Treatment Facility & Pumping Station 2 projects; and

    That South Huron Council authorizes that the debt costs related to the 20% capital project costs deferred to future development be recovered from all sewer system users across the municipality through user fees; and

    That South Huron Council authorizes that any required financing will be by debenture through Infrastructure Ontario with a debenture term of 20 years; and

    That South Huron Council authorizes the Treasurer to commence the loan application process through Infrastructure Ontario; and

    That South Huron Council authorizes that payment options offered will be; a) that the full cost recovery amount is due and payable by October 16, 2017; or b) if full amount is not paid by October 16, 2017, the full cost recovery amount will be debentured over 20 years.

Disposition: : Carried

Deputy Mayor Frayne assumed the chair at this time.  Mayor Cole spoke to the recommendation noting concerns regarding  the proposed Terms of Reference, including setting out parameters for the community engagement process and energy conservation.

Mayor Cole resumed chair at 8:35 p.m.

  • Motion:316-2017
    Moved:W. DeLuca
    Seconded:T. Oke

    That South Huron Council receives the report of Dan Best, Chief Administrative Officer regarding the proposed Terms of Reference for the Community Hub/Recreation Centre; and

    That Council approve the Terms of Reference as presented and authorize Administration to proceed with the recruitment process for the Project Steering Committee and the Fundraising Chairperson; and 

    That the Recruitment Committee for the Project Steering Committee consist of the following: The Mayor, Deputy-Mayor, Chief Administrative Officer and one other Councillor selected by Council; and 

    That upon the approval of the Fundraising Chairperson by Council, Administration be authorized to initiate the recruitment of the Fundraising Committee; and 

    That the Recruitment Committee for the Fundraising Committee consists of the Project Steering Committee Chair, Fundraising Committee Chair and the Chief Administrative Officer; and 

    That all recommendations through the recruitment process will be submitted to Council for consideration

Disposition: : Carried
  • Recommendation:
    Motion:317-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council receives the report of Dan Best, Chief Administrative Officer regarding a submission of an FCM Feasibility Study Grant application; and

    That South Huron Council authorize the submission of an FCM Feasibility Study Grant application to conduct a feasibility study to pursue the aim of net zero performance for the Community Hub/Recreation Centre and be eligible for future capital funding through the FCM Green Municipal Fund.

Disposition: : Carried
  • Motion:318-2017
    Moved:C. Hebert
    Seconded:D. Frayne

    That South Huron Council receives the report of Dan Best, Chief Administrative Officer regarding the Exeter Pool next steps; and

    That Council approve the Terms of Reference for the Design and Construction Committee Terms of Reference for the Exeter Pool/Washroom Project; and

    That the Committee consists of Councillor Deluca, a representative of the Optimist Club, one member from the public and the Chief Administrative Officer; and

    That Council authorizes Administration to proceed with the recruitment of the Public Member through Administration; and

    That a recommended candidate be forwarded to Council for consideration.

     

Disposition: : Carried

A recess was called at 8:40 p.m.  Council reconvened at 8:52 p.m.

  • Recommendation:
    Motion:319-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council extend meeting past curfew by up to one hour.

  • Recommendation:
    Motion:320-2017
    Moved:M. Cole
    Seconded:C. Hebert

    That South Huron Council requests a report from Administration to review the remuneration policy process and provide options; and further

    That recommendations be provided to Council regarding expenses including but not limited to conferences, education, general expenses (including costs incurred for travel, accommodations, meals and expenses) required to represent the Municipality of South Huron as Mayor, Deputy Mayor and Councillors.

Disposition: : Carried
Disposition: : Carried

Deputy Mayor Frayne noted the Mayor's statement on myFM radio about the AMO delegations was good news.  He will attend the Friends of the Trail golf tournament luncheon as well as the ABCA bus tour of conservation authority properties.

Councillor Hebert advised that he attended the AMO conference.  He also attended the Rodeo and commended staff and the Rodeo Committee for their hard work to make this another successful year for the Rodeo.

Councillor Vaughan advised that meetings with CAO Best, Joanne Fields and Grand Bend Rotary Club members were very positive about Port Blake and various environmental issues.  The Rotary Club members will speak to their organization about further support for trees at Port Blake.

Councillor Tomes noted the need to assist Mr. Flynn in dealing with the weeds on railroad property.  The Property Standards By-Law will be followed to address the complaint. 

Councillor Oke attended an information session for the Huron County Plowing Match.  He advised that tomorrow is Fun Night at the Kirkton pool in conjunction with the demonstration of the new lift.

Mayor Cole read her report.  She will provide a copy to the media.  she reviewed the AMO conference and the South Huron delegations at the conference.  She attended the Huron County Distribution Centre Gala, volunteer training for the International Plowing Match, the Grand Bend Sewage Treatment Facility Board meeting and the ribbon cutting ceremony for the new Usborne Hibbert Insurance office on Main Street.  The Chamber of Commerce held a transit meeting  and are looking for volunteers for a transit steering committee.

CAO Best advised that Council did not provide a Community Grant to the Huron Country Playhouse in 2016 as there was no request submitted from the group, although they had previously understood that they had a commitment of $25,000, $20,000 of which has been provided over previous years through the Community Grant program.

  • Recommendation:
    Motion:322-2017
    Moved:D. Frayne
    Seconded:C. Hebert

    That South Huron Council hereby directs that Administration proceed with fulfilling the final grant payment of $5,000 to the Huron County Playhouse, to be paid from the Economic Development account.

Disposition: : Carried

Council had no objections to the request to place a street banner in South Huron.

Council agreed to have the Canadian Mental Health Association Outreach Services as a pilot project at the Stephen Arena.  The CAO will report back after three months.

Transportation Department staff were directed to request replacement trees from the Huron County Public Works Department.

  • Recommendation:
    Motion:322-2017
    Moved:C. Hebert
    Seconded:W. DeLuca

    That South Huron Council sponsors the Citizen of the Year Award at the South Huron Business and Community Excellence Awards in the amount of $500. 

Disposition: : Carried

This item was referred to Jason Parr, Transportation Manager.

Mr. Turner has been advised of the complaint forms and procedures by Mayor Cole. Jason Parr will follow up when a complaint form is received.

Council directed that a staff report be provided on this item at a future meeting.

  • Recommendation:
    Motion:323-2017
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council receive communication items not otherwise dealt with.

     

Disposition: : Carried
  • Recommendation:
    Motion:324-2017
    Moved:C. Hebert
    Seconded:W. DeLuca

    That South Huron Council gives third and final reading to By-Law #38-2017, being a by-law to authorize entering into an Agreement with Simply Voting Inc. for the provision of an Internet and Telephone Voting System for the 2018 Municipal Election.

Disposition: : Carried
  • Recommendation:
    Motion:325-2017
    Moved:D. Frayne
    Seconded:M. Vaughan

    That South Huron Council hereby gives first, second and third and final reading to By-Law #45-2017 being a by-law to authorize civil marriage solemnization.

Disposition: : Carried
  • Recommendation:
    Motion:326-2017
    Moved:C. Hebert
    Seconded:T. Oke

    That South Huron Council give first, second and third and final reading to By-Law #46-2017, being a by-law to amend Community Services Fees.

Disposition: : Carried
  • Recommendation:
    Motion:327-2017
    Moved:T. Tomes
    Seconded:D. Frayne

    That the South Huron Council gives first, second and third and final reading to By-Law #47-2017, being a by-law to collect costs for maintenance and repair of municipal drains in the Municipality of South Huron in the County of Huron.

Disposition: : Carried
  • Recommendation:
    Motion:328-2017
    Moved:C. Hebert
    Seconded:M. Vaughan

    That South Huron Council gives first, second and third reading to By-Law #48-2017, being a by-law to deem lots 804 & 805 Plan 376 and lots 806 & 807 Plan 376 not to be part of a registered plan of subdivision.

Disposition: : Carried
  • Recommendation:
    Motion:330-2017
    Moved:C. Hebert
    Seconded:M. Vaughan

    That the South Huron Council gives first, second and third and final reading to By-Law #49-2017, being a by-law to confirm matters addressed at the August 21, 2017 Council meeting.

Disposition: : Carried
  • Recommendation:
    Motion:330-2017
    Moved:D. Frayne
    Seconded:C. Hebert

    That South Huron Council hereby adjourns at 9:46 p.m., to meet again on September 5, 2017 at 6:00 p.m. or at the Call of the Chair.

Disposition: : Carried
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