Corporation of the Municipality of South Huron

Minutes for the Regular Council Meeting

Meeting #:
Date:	Monday, April 16, 2018 at 6:00 P.m. - 7:00 P.m.
Location:	Council Chambers - Olde Town Hall

Members Present:

• Maureen Cole - Mayor, Council
• Dave Frayne - Deputy Mayor, Council
• Tom Tomes - Councillor - Ward 1, Council
• Marissa Vaughan - Councillor - Ward 1, Council
• Wayne DeLuca - Councillor - Ward 2, Council
• Craig Hebert - Councillor - Ward 2, Council
• Ted Oke - Councillor - Ward 3, Council

Staff Present:

• Dan Best, CAO, Administration
• Sandy Becker, Financial Services Manager/Treasurer, Financial Services
• Don Giberson, Environmental Services Director, Environmental Services
• Sarah Smith, Huron County Planner, Huron County Planning
• Rebekah Msuya-Collison, Clerk, Corporate Services, Clerk

---

1.

Meeting Called To Order 

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

2.

Public Meeting

3.

Amendments to the Agenda, as Distributed and Approved by Council

• Recommendation:
  Motion: 172-2018
  Moved: T. Oke
  Seconded: C. Hebert

  That South Huron Council approves the Agenda as amended.

  Disposition: : Carried

4.

Disclosure of Pecuniary Interest and the General Nature Thereof

None.

5.

Delegations

5.1

Huron Clean Water Project - Kate Monk, Stewardship, Land and Education Manager

Kate Monk, Stewardship, Land and Education Manager for the Ausable Bayfield  Conservation Authority provided a presentation with highlights of programs and projects completed and noted 30 project specifically in South Huron. She credits the success of the programs to the partnership between the County, landowners and Conservation Authorities and spoke of cost-share programs that improve and protect water quality. 

Mayor Cole thanked Ms. Monk for her report.

• Recommendation:
  Motion: 173-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That South Huron Council receives the delegation as presented from the ABCA Huron County Clean Water Project by Kate Monk, Stewardship, Land and Education Manager.

  Disposition: : Carried

6.

Minutes

6.1

Minutes of the Regular Council Meeting of April 3, 2018

The April 3, 2018 minutes noted that Mayor Cole would follow up with more information on the high school request to use the recreation centre for the mental health awareness event and that she would approach the Huron County Playhouse regarding possible municipal night opportunities.

Mayor Cole advised that the proposed Civic night offering "King and Queens of Country" would be held on June 21,2018.  She requested council consider the information on both events and provide direction. 

• Recommendation:
  Motion: 174-2018
  Moved: M. Vaughan
  Seconded: T. Tomes

  That South Huron Council adopts the minutes of the Regular Council Meeting of April 3, 2018 as printed and circulated.

  Disposition: : Carried

6.2

Minutes of the Public Meeting of April 3, 2018

• Recommendation:
  Motion: 175-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That South Huron Council adopts the minutes of the Public Meeting of April 3, 2018 as printed and circulated.

  Disposition: : Carried

6.3

Minutes of the Committee of Adjustment Meeting of April 3, 2018

Councillor DeLuca commented on item 3 of the Committee of Adjustment minutes.  He requested the Clerk note in the minutes that Mayor Cole confirmed that she is voting on the resolution to pass the Committee of Adjustment minutes.

 

• Recommendation:
  Motion: 176-2018
  Moved: M. Vaughan
  Seconded: D. Frayne

  That South Huron Council adopts the minutes of the Committee of Adjustment Meeting of April 3, 2018 as printed and circulated.

  Disposition: : Carried

6.4

Minutes of the Committee of the Whole Meeting of April 4, 2018

• Recommendation:
  Motion: 177-2018
  Moved: T. Oke
  Seconded: C. Hebert

  That South Huron Council adopts the minutes of the Committee of the Whole Meeting of April 4, 2018 as printed and circulated.

  Disposition: : Carried

7.

Councillor Board and Committee Reports

7.1

Minutes of Communities in Bloom Meeting of March 7, 2018

Councillor Hebert confirmed that the Home and leisure Show - articles home show did happen on those days.

7.2

Minutes of Police Services Board Meeting of March 13, 2018

7.3

Minutes of Heritage Advisory Committee of January 11, 2018

Council discussed the letter of support.

 

• Recommendation:
  Motion: 178-2018
  Moved: W. DeLuca
  Seconded: T. Oke

  That South Huron Council accept the recommendation of the Municipal Heritage Advisory Committee that the Municipal Heritage Committee provide a letter of support for the Community Heritage Ontario recommendations to the Federal government related to heritage preservation, in particular recommendation No. 11 that a tax credit be established for the restoration  and preservation of buildings listed on the Canadian Register of Historic Places; and

  That a copy of this letter of support be provided to M.P. Ben Lobb; and

  That the Committee recommends to South Huron Council also provide a letter of support for the Community Heritage Ontario recommendations.

   

  Disposition: : Carried

7.4

Heritage Advisory Committee - Motions brought forward from April 11, 2018 Meeting

Council discussed in detail Mr. Moore's request to designate 296 William Street, Exeter Ontario as a heritage property under the Ontario Heritage Act.

Council directed Administration prepare a report regarding the heritage designation process including proper purpose, criteria and authority to change designation in the future.

Council discussed the Heritage Advisory Committee recommendation regarding the removal of the fence.  Council asked to be given a copy of the letter and directed Administration to prepare a report on the fence removal be brought back to Council.

Council discussed the communication process between Committees of Council and governance versus policy and directed Administration to prepare a report that outlines best practices.

Councillor DeLuca updated Council on the list of contents to be included in the Time Capsule project and advised it is almost ready and will be brought to Council for approval.

• Recommendation:
  Motion:
  Moved: W. DeLuca
  Seconded: D. Frayne

  That South Huron Council accept the recommendation of the Heritage Advisory Committee that whereas Mr. Moore, owner of 296 William Street, Exeter ON has requested his home be designated as a heritage property under the Ontario Heritage Act;

  Be it resolved that the Heritage Advisory Committee recommend that Council approve the homeowner's request for heritage designation.

  Disposition: :
• Recommendation:
  Motion: 179-2018
  Moved: T. Oke
  Seconded: D. Frayne

  That South Huron Council defer the Municipal Heritage Committee recommendation to designate 296 William Street, Exeter Ontario as a heritage property under the Ontario Heritage Act.

  Disposition: : Carried
• Recommendation:
  Motion: 180-2018
  Moved: W. DeLuca
  Seconded: C. Hebert

  That South Huron Council defer the Municipal Heritage Committee recommendation for a report outlining the history and reasons for removal of fence.

  Disposition: :
• Recommendation:
  Motion:
  Moved: C. Hebert
  Seconded: W. DeLuca

  That South Huron Council accept the recommendation from the Heritage Advisory Committee that whereas the Exeter Cemetery fence has been removed without consultation with the Heritage Advisory Committee or the community;

  Be it resolved that a report outlining the history and reasons for removal of fence be forwarded to the Heritage Advisory Committee.

  Disposition: :

7.5

Minutes of Exeter Business Improvement Committee of February 13, 2018 and AGM meeting of March 6, 2018

Council discussed the Earth Day celebration to be held on April 20th, tree sale, tree enhancement programs and the Communities in Bloom pamphlet.  

• Recommendation:
  Motion: 181-2018
  Moved: T. Oke
  Seconded: D. Frayne

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

  • Communities in Bloom meeting of March 7, 2018;
  • Police Services Board meeting of March 13, 2018;
  • Heritage Advisory Committee meeting of January 11, 2018; and
  • Exeter BIA minutes of February 13, 2018 and AGM of March 6, 2018.
  Disposition: : Carried

8.

Staff Reports

8.1

Planning

8.1.1

S. Smith, Huron County Planner - Severance Application B04-2018 (Brinke)

• Recommendation:
  Motion: 182-2018
  Moved: T. Oke
  Seconded: W. DeLuca

  That South Huron Council recommends to Huron County Council that Consent for file B04-2018 be granted with conditions as set out in the Planner's report dated April 6, 2018.

  Disposition: : Carried

8.1.2

S. Smith, Huron County Planner - Severance Application C13-2018 (Veri)

S. Smith advised that correspondence has been received from the applicant's legal council confirming that the pump will no longer be operating after severance and that the existing easement that exists will continue to be recognized.

• Recommendation:
  Motion: 183-2018
  Moved: T. Tomes
  Seconded: D. Frayne

  That South Huron Council recommends to Huron County Council that Consent for file C13-2018 be granted with conditions as set out in the Planner's report dated April 6, 2018.

  Disposition: : Carried

8.1.3

S. Smith, Huron County Planner - Severance Application C14-2018 (Hayter)

surplus farm dwelling - does meet criteria

 

• Recommendation:
  Motion: 184-2018
  Moved: M. Vaughan
  Seconded: C. Hebert

  That South Huron Council recommends to Huron County Council that Consent for file C14-2018 be granted with conditions as set out in the Planner's report dated April 6, 2018.

  Disposition: : Carried

8.1.4

S. Smith, Huron County Planner - New South Huron Comprehensive Zoning By-Law

Planner Smith presented her report on the new comprehensive zonging By-law for the Municipality.  She confirmed that amendments will still be made and is currently presenting a working version.  Ms. Smith provided a draft schedule for the remainder of this project process, including the upcoming open house.  Mayor Cole thanked Planner Smith for all her work on the Comprehensive Zoning By-Law.

Council agreed to set up a Committee of the Whole meeting to review the draft by-law before the May 10, 2018 Open House.

 

• Recommendation:
  Motion: 185-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That South Huron Council receive the draft South Huron Comprehensive Zoning By-law for information and direct staff to proceed with public consultation on the draft document.

  Disposition: : Carried

8.1.5

S. Smith, Huron County Planner - Natural Heritage Strategy Update

Planner Smith provided an update on the draft Huron Natural Heritage Plan.

• Recommendation:
  Motion: 186-2018
  Moved: C. Hebert
  Seconded: T. Oke

  That South Huron Council receive the update on the Natural Heritage Strategy as prepared by the Huron County Planning Department for information only.

  Disposition: : Carried

8.2

Financial Services

8.2.1

S. Becker, Financial Services Manager/Treasurer- 2018 Council expenses as of March 31, 2018

Council discussed individual and council expenses and approval and that this is a discussion for the Committee of the Whole.  Mayor Cole called Point of Order when discussion turned to past policy and Called the Question.

• Recommendation:
  Motion: 187-2018
  Moved: D. Frayne
  Seconded: T. Oke

  That South Huron Council receives the report from S.Becker, Financial Services Manager/Treasurer re:  2018 Council Expenses as of March 31, 2018.

  Disposition: : Carried

8.2.2

S. Becker, Financial Services Manager/Treasurer- 2018 First Quarter Operating Variance Report

• Recommendation:
  Motion: 188-2018
  Moved: T. Oke
  Seconded: T. Tomes

  That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: 2018 First Quarter Operating Variance Report for information only.

  Disposition: : Carried

8.2.3

S. Becker, Financial Services Manager/Treasurer- 2018 Capital Progress Report - March

• Recommendation:
  Motion: 189-2018
  Moved: D. Frayne
  Seconded: C. Hebert

  That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: 2018 Capital Progress Report - March completed as of March 31, 2018 for information only.

  Disposition: : Carried

8.2.4

S. Becker, Financial Services Director - Funding – Exeter & District Outdoor Pool

Councillor Hebert advised that a meeting will be called for the Exeter Community Development Fund Committee within the next couple of weeks.

• Motion: 190-2018
  Moved: W. DeLuca
  Seconded: M. Vaughan

  That South Huron Council receives the report from S.Becker, Financial Services Manager/Treasurer re: Funding-Exeter & District Outdoor Pool Project.

  Disposition: : Carried

8.3

Environmental Services

8.3.1

D. Giberson, ESD Director - Tender Results for Huron Street Reconstruction (Edward to East town limit)

• Recommendation:
  Motion: 191-2018
  Moved: W. DeLuca
  Seconded: T. Oke

  That South Huron Council receive the report from Don Giberson, ESD Director RE: Tender Results for Huron Street Reconstruction (Edward to East town limit); and

  That South Huron Council accept the tender received from the low bidder Birnam Excavating Inc. and authorize the award of a contract for Huron Street Reconstruction (Edward to East town limit) in the amount of $2,187,439.37 (including HST).

  Disposition: : Carried

8.3.2

D. Giberson, ESD Director - Mollard Line Culvert Structure #1056 – Estimated Engineering Costs

ESD Director Giberson presented this report as a follow up from the previous council meeting to provide estimates and a timeline for the project.  He advised that a budget amendment will be required for the project and is to be brought forward for Council consideration at the next Council meeting.

 

• Recommendation:
  Motion: 192-2018
  Moved: C. Hebert
  Seconded: D. Frayne

  That South Huron Council receive the report from Don Giberson, Environmental Services Director Re: Mollard Line Culvert Structure #1056 – Estimated Engineering Costs.

  Disposition: : Carried

8.4

Transportation Services

8.5

Community Services

8.6

Development Services

8.6.1

D. McNab, Development Services Manager/CBO - Q1 Building and Planning Activity Report

• Motion: 193-2018
  Moved: T. Oke
  Seconded: C. Hebert

  That South Huron Council receives the report from D. McNab, Development Services Manager re: Q1 Building and Planning Activity from January 1, 2018 to March 31, 2018 for information only.

  Disposition: : Carried

8.7

Emergency Services

8.8

Corporate Services

8.8.1

R. Msuya-Collison, Clerk - Allen Municipal Drain 2018 Tender

• Motion: 194-2018
  Moved: C. Hebert
  Seconded: T. Tomes

  That South Huron Council receive the report from R. Msuya-Collison, re ; and

  That South Huron Council award the tender for construction of the Allen Municipal Drain 2018 Tender to A.G. Hayter Contracting Limited, in the amount of $44,127.00 , plus HST following the exhaustion of all appeals and third and final reading to authorizing by-law 26-2018.

  Disposition: : Carried

8.8.2

R. Msuya-Collison, Clerk - Khiva Municipal Drain 2018 Tender

• Motion: 195-2018
  Moved: D. Frayne
  Seconded: T. Oke

  That South Huron Council receive the report from R. Msuya-Collison, re ; and

  That South Huron Council award the tender for construction of the Khiva Municipal Drain 2018 Tender to Robinson Farm Drainage, in the amount of $81,560.00, plus HST following the exhaustion of all appeals and third and final reading to authorizing by-law 28-2018.

  Disposition: : Carried

8.8.3

R. Msuya-Collison, Clerk - Ford-Neeb Municipal Drain 2018 Tender

• Motion: 196-2018
  Moved: C. Hebert
  Seconded: W. DeLuca

  That South Huron Council receive the report from R. Msuya-Collison, re ; and

  That South Huron Council award the tender for construction of the Ford-Neeb Municipal Drain 2018 Tender to A.G. Hayter Contracting Ltd., in the amount of $71,117.50, plus HST following the exhaustion of all appeals and third and final reading to authorizing by-law 27-2018.

  Disposition: : Carried

8.8.4

R. Msuya-Collison, Clerk - Rowe-Rasenberg Municipal Drain 2018 Tender

• Motion: 197-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That South Huron Council receive the report from R. Msuya-Collison, re ; and

  That South Huron Council award the tender for construction of the Rowe-Rasenberg Municipal Drain 2018 Tender to Van Bree Drainage and Bulldozing Ltd., in the amount of $85,400.00, plus HST following the exhaustion of all appeals and third and final reading to authorizing by-law 29-2018.

  Disposition: : Carried

8.8.5

R. Msuya-Collison, Clerk - Rules and Procedures Municipal Election Resources

• Motion: 198-2018
  Moved: D. Frayne
  Seconded: T. Oke

  That South Huron Council receive the recommendation from R. Msuya-Collison, Clerk; and

  That South Huron Council accept the Rules and Procedures regarding use of municipal resources as presented.

  Disposition: : Carried

8.9

Administration

9.

Deferred Business

10.

Notices of Motion

10.1

Notice of Motion 

Mayor Cole left the chair at 7:36 p.m. and Deputy Mayor Frayne took the chair. 

Council discussed the motion in detail.  Mayor Cole requested a recorded vote.

• Recommendation:
  Motion: 199-2018
  Moved: M. Cole
  Seconded: M. Vaughan

  Moved by M. Cole

  Whereas South Huron Committee of the Whole recommended that the Exeter District Outdoor Pool project be paid from the Wind Turbine Reserve and be debt financed for 5 years (2018-2022inclusive) to be recovered from wind turbine income, and whereas the South Huron Community Hub/ Rec Centre is expected to begin to have capital costs related to it by July 2019; and whereas South Huron Council has committed 7.5 Million towards the project,

  That South Huron Council request a report to consider securing long term debt for both projects in 2018 of 10 Million, for a 20-25 year term, recovering, from wind turbine  income of $200,000 per year for the term of the debt.

  Recorded (Voted)	For	Against	Abstain
  M. Cole	X
  D. Frayne		X
  T. Tomes		X
  M. Vaughan		X
  W. DeLuca		X
  C. Hebert		X
  T. Oke		X
  Results	1	6	0

  Disposition: : Defeated (1 to 6)

10.2

Notice of Motion

• Recommendation:
  Motion: 200-2018
  Moved: M. Cole
  Seconded: M. Vaughan

  Moved By: M. Cole

  Whereas the Municipality of South Huron was unsuccessful for 2017 OCIF Top up grant for Huron St.; and whereas the sewer Capital Replacement reserve is being used to finance the shortfall;

  That a request be made to the Exeter Community Development  Fund, to transfer all of its remaining funds to the Sewer Replacement Reserve.

  Disposition: : Carried

11.

Mayor & Councillor Comments and Announcements

Deputy Mayor Frayne updated Council on the Jones Bridge project.

Councillor Hebert advised he attended the Home and Leisure show on the Friday and it was well attended.  He advised that the Community in Bloom judges will be coming from July 24 to July26th.  He mentioned the upcoming earth day event at the Parkette on Friday and the upcoming tree sale on April 28.  He advised he attended the conservation dinner last Thursday which was also attended by Mayor Cole, Deputy Mayor Frayne and Councillor Vaughan. 

Councillor Oke updated Council on the Project Steering Committee meeting.

Mayor Cole advised that Committee of the Whole dates were sent out by doodle poll.  She commented on the process for petitions and letters needing to go to council first before committees and direction to be given from council.

 

CAO Best introduced Mr. Scott Currie, South Huron Communications and Strategic Initiatives Officer.

 

12.

Communications

12.1

Ministry of Citizenship - Lincoln M. Alexander Award

Council directed this award nomination be placed in the hub

 

12.2

MOECC - Regulatory Decisions - Clean Water Act

 

 

12.3

AMO Policy Update - One-Third Tax Free Exemption

12.4

AMO Policy Update - 2018 Provincial Budget

12.5

2018 AMO Conference Municipal Delegations

CAO Best advised he will bring a listing overview to next council meeting for council consideration.  He commented that there may be opportunities to collaborate with the County as upper tier support proves beneficial in delegations.

12.6

Huron Residential Hospice - Grand Opening & Hike

12.7

ABCA - Letter of Support Request - Jones Bridge Pedestrian Trail Bridge

include safety and how we fund them. read part of tax levy reduction - special benefitting levy

deluca - can we include a copy of that letter in the next agenda. thank you for remarks and will - direction letter of support

• Recommendation:
  Motion:
  Moved: D. Frayne

  recommend letter of support

  Disposition: :

12.8

Lake Huron Centre for Coastal Conservation - Invitation to Gala on May 10, 2018

Councillor Vaughan advised that she is attending.

12.9

HMA - Invitation to the Annual General Meeting on May 17, 2018

Deputy Mayor Frayne advised that he will be attending the AGM.

12.10

Opportunities Newsletter Spring 2018 - Kirkton Pool Project

Council directed staff to place this information in the Hub.

12.11

Township of Madawaska Valley - Asset Management Planning

• Recommendation:
  Motion: 201-2018
  Moved: C. Hebert
  Seconded: T. Oke

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

   

  Disposition: : Carried

13.

Closed Session

14.

Report From Closed Session

15.

By-Laws

16.

Confirming By-Law

16.1

By-Law No. 38-2018 – Confirming By-Law

• Recommendation:
  Motion: 202-2018
  Moved: W. DeLuca
  Seconded: M. Vaughan

  That the South Huron Council gives first, second and third and final reading to By-Law #38-2018, being a by-law to confirm matters addressed at the April 16, 2018 Council meeting.

  Disposition: : Carried

17.

Adjournment

• Recommendation:
  Motion: 203-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That South Huron Council hereby adjourns at 8:23 p.m., to meet again on May 7, 2018 at 6:00 p.m. or at the Call of the Chair.

  Disposition: : Carried