Corporation of the Municipality of South Huron

Minutes for the Regular Council Meeting

Meeting #:
Date:	Monday, March 19, 2018 at 6:00 P.m. - 9:00 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
• Ted Oke - Councillor - Ward 3, Council

Member Regrets:

• Wayne DeLuca - Councillor - Ward 2, Council
• Craig Hebert - Councillor - Ward 2, Council

Staff Present:

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

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1.

Meeting Called To Order

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

2.

Public Meeting

 

• Recommendation:
  Motion: 113-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That South Huron Council adjourn at 6:02 p.m. for the purpose of a Public Meeting pursuant to Section 34 of the Planning Act for proposed zoning amendments.

  Disposition: : Carried

3.

Amendments to the Agenda, as Distributed and Approved by Council

Amendment to 15.7 By-Law

• Recommendation:
  Motion: 114-2018
  Moved: T. Tomes
  Seconded: T. Oke

  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

Avon Maitland District School Board - Annual Update on Highlights and Challenges

Randy Wagler, Chair and Lisa Walsh, Director of Education for Avon Maitland District School Board updated Council on the Board's current activities and future plans, including renovation of the Exeter Elementary School.  The Board is looking ahead to working with municipalities to partner in projects and promote recruitment and retention opportunities.

• Recommendation:
  Motion: 115-2018
  Moved: D. Frayne
  Seconded: T. Oke

  That South Huron Council receives the delegation as presented from Avon Maitland District School Board by Randy Wagler, Chair and Lisa Walsh, Director of Education.

  Disposition: : Carried

5.2

Drainage Act - Meeting to Consider the Engineer's Report

The purpose of this meeting is to discuss the technical aspects of the the Allen Municipal Drain 2018, Ford-Neeb Municipal Drain 2018, Khiva Municipal Drain 2018 and Rowe-Rasenberg Municipal Drain 2018.  Council will entertain questions regarding the work proposed in the Report and/or the total cost of the work.  Petitioners are given an opportunity to withdraw their name from the petition and other owners that benefit from the drain are given an opportunity to add their name to the petition.

William Dietrich, P. Eng, presented a summary of the reports to Council.  

5.2.1

Allen Municipal Drain 2018

No withdrawal or addition was given to the Clerk by petitioners or benefiting owners. 

5.2.2

Ford-Neeb Municipal Drain 2018

No withdrawal or addition was given to the Clerk by petitioners or benefiting owners. 

5.2.3

Khiva Municipal Drain 2018

No withdrawal or addition was given to the Clerk by petitioners or benefiting owners. 

5.2.4

Rowe-Rasenberg Municipal Drain 2018

No withdrawal or addition was given to the Clerk by petitioners or benefiting owners. 

• Recommendation:
  Motion: 116-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That South Huron Council receives the delegation as prepared and presented by by Mr. W. Dietrich, P. Eng.; and

  That South Huron Council authorizes staff to initiate the tender process, if required, to be considered by Council following the Court of Revision for the new drainage systems known as:

  • Allen Municipal Drain 2018;
  • Ford-Neeb Municipal Drain 2018;
  • Khiva Municipal Drain 2018; and
  • Rowe-Rasenberg Municipal Drain 2018.
  Disposition: : Carried

6.

Minutes

6.1

Minutes of the Regular Council Meeting of March 5, 2018

• Recommendation:
  Motion: 117-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That South Huron Council adopts the minutes of the Regular Council Meeting of March 5, 2018, as printed and circulated.

  Disposition: : Carried

6.2

Minutes of the Public Meeting of March 5, 2018

• Recommendation:
  Motion: 118-2018
  Moved: T. Oke
  Seconded: M. Vaughan

  That South Huron Council adopts the minutes of the Public Meeting of March 5, 2018, as printed and circulated.

  Disposition: : Carried

6.3

Minutes of Committee of the Whole of March 6, 2018

• Recommendation:
  Motion: 119-2018
  Moved: M. Vaughan
  Seconded: T. Tomes

  That South Huron Council adopts the minutes of the Committee of the Whole Meeting of March 6, 2018, as printed and circulated.

  Disposition: : Carried

7.

Councillor Board and Committee Reports

7.1

Minutes of the Police Services Board Meeting - February 13, 2018

7.2

Minutes of the Communities in Bloom - February 7, 2018

7.3

Minutes of Community Hub/Recreation Project Steering Advisory Committee - February 27, 2018

Mayor Cole noted that Community Hub/Recreation Project Steering Advisory Committee Mission, vision and Values statement will be brought to an upcoming meeting.  She advised that the Police Services Board has agreed to post the monthly report on the website with the minutes.

• Recommendation:
  Motion: 120-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

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

  • Police Services Board of February 13, 2018;
  • Communities in Bloom of February 7, 2018; and
  • Community Hub/Recreation Project Steering Advisory Committee of February 27, 2018.
  Disposition: : Carried

7.4

2018 Budget - Upper Thames River Conservation Authority

S. Becker, Financial Services Manager/Treasurer answered questions on how the amount of  levy affected the South Huron budget.

• Recommendation:
  Motion: 121-2018
  Moved: T. Tomes
  Seconded: T. Oke

  That South Huron Council receives the 2018 Budget from the Upper Thames River Conservation Authority.

  Disposition: : Carried

8.

Staff Reports

8.1

Planning

8.2

Financial Services

8.2.1

S. Becker, Financial Services Manager/Treasurer - Fourth Quarter (Draft) Operating Variance Report

 

 

• Recommendation:
  Motion: 122-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: Fourth Quarter (Draft) Operating Variances for information only.

  Disposition: : Carried

8.3

Environmental Services

8.3.1

D. Giberson, ESD Director -  2017 Annual Performance Assessment Summary Report for the Exeter Wastewater Treatment Facility

• Recommendation:
  Motion: 123-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That South Huron Council receive the report from D. Giberson, ESD Director RE: 2017 Annual Performance Assessment Summary Report for the Exeter Wastewater Treatment Facility.

  Disposition: : Carried

8.3.2

D. Giberson, ESD Director - 2017 Annual Report for South Huron Wastewater Collection System and Exeter Wastewater Treatment Facility

• Recommendation:
  Motion: 124-2018
  Moved: T. Oke
  Seconded: M. Vaughan

  That South Huron Council receive the report from D. Giberson, ESD Director RE: 2017 Annual Report for South Huron Wastewater Collection System and Exeter Wastewater Treatment Facility.

  Disposition: : Carried

8.3.3

D. Giberson, ESD Director - Tender Results - 2018 Provision of Crushed Granular “M” for Road Maintenance

• Recommendation:
  Motion: 125-2018
  Moved: M. Vaughan
  Seconded: D. Frayne

  That South Huron Council receive the report from Don Giberson, Environmental Services Director RE: Tender Results - 2018 Provision of Crushed Granular “M” for Road Maintenance; and

  That South Huron Council accept the tender received from Jennison Construction Ltd and award a contract for the supply Crushed Granular “M” at $9.20 per tonne for a total cost of $304,704.00 plus HST.

  Disposition: : Carried

8.3.4

D. Giberson, ESD Director - Tender Results - 2018 Supply and Application of Dust Suppressant on Gravel Roads

D. Giberson, ESD Director answered questions on the historical costs for dust suppressant and current pricing trends.

• Recommendation:
  Motion: 126-2018
  Moved: T. Tomes
  Seconded: T. Oke

  That South Huron Council receive the report from D. Giberson, Environmental Services Director RE: Tender Results - 2018 Supply and Application of Dust Suppressant on Gravel Roads; and

  That South Huron Council accept the tender received from 552976 Ontario Limited o/a Cliff Holland Trucking and award a contract for the supply and application of 364 flake tonnes of dust suppressant at $212.00 per tonne for a total cost of $77,168.00 plus HST.

  Disposition: : Carried

8.3.5

D. Giberson, ESD Director - Tender Results – Repairs to McTaggart Line Bridge Structures #3037, #3038, #3039

• Recommendation:
  Motion: 127-2018
  Moved: T. Oke
  Seconded: M. Vaughan

  That South Huron Council receive the report from D. Giberson, Environmental Services Director RE: Tender Results – Repairs to McTaggart Line Bridge Structures #3037, #3038, #3039; and

  That South Huron Council accepts the tender received from Weathertech Restoration Services Inc. and award a contract for the Repairs to McTaggart Line Bridge Structures #3037, #3038, #3039 for a total cost of $588,253.00 plus HST.

  Disposition: : Carried

8.3.6

D. Giberson, ESD Director - South Huron Landfill Site Grounds Maintenance Contract Extension

• Recommendation:
  Motion: 128-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That South Huron Council receive the report from D. Giberson, Environmental Services Director RE: South Huron Landfill Site Grounds Maintenance Contract Extension; and

  That South Huron Council authorize a one year extension of the existing South Huron Landfill Site Grounds Maintenance Contract with N.C. Jones and Sons Ltd.

  Disposition: : Carried

8.4

Transportation Services

8.5

Community Services

8.5.1

J. Fields, Community Services Manager - Results of Request for Tender for the Provision of Municipal Flower Purchase

Council discussed the current tender process and directed Administration to bring back revised tender process options to a future Committee of the Whole.

• Recommendation:
  Motion: 129-2018
  Moved: M. Vaughan
  Seconded: T. Tomes

  That South Huron Council receives the report from J. Fields, Community Services Manager re: Results of Request for Tender for the Provision of Municipal Flower Purchase SH-18-RS-03.

  Disposition: : Carried

8.5.2

J. Fields, Community Services Manager - Results of Request for Tender for the provision of Grass Cutting and Trimming Tender

• Recommendation:
  Motion: 130-2018
  Moved: T. Oke
  Seconded: M. Vaughan

  That South Huron Council receives the report from J.Fields, Community Services Manager re: Results of Tender for Grass Cutting and Trimming SH-18-RS-02; and

  That Council awards the tender as follows:

  • Area A and B to Honeydo Property Maintenance in the amount of $8,394.00 plus HST,
  • Area C and D to Sunrise Lawn Care (2224737 Ontario Inc.) in the amount of $5,296.00 plus HST
  • Area E to Vandenbussche Property Services in the amount of $6,160.00 plus HST.
  Disposition: : Carried

8.6

Development Services

8.7

Emergency Services

8.8

Corporate Services

8.8.1

R. Msuya-Collison, Clerk - Appoint Members to Court of Revision

• Recommendation:
  Motion: 131-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That South Huron Council receives the report from R. Msuya-Collison, Clerk, re: Appoint Members to Court of Revision for the following Municipal Drains:

  • Ford-Neeb Municipal Drain;
  • Allen Municipal Drain;
  • Rowe-Rasenberg Municipal Drain; and
  • Khiva Municipal Drain; and

  That South Huron Council hereby appoints the following members to the Court of Revision for above Municipal Drains to be held on April 16, 2018 at 5:00 p.m., prior to the regularly scheduled Council meeting:

  • Councillor Oke
  • Mayor Cole
  • Deputy Mayor Frayne; and

  That Deputy Mayor Frayne be appointed Chair.

  Disposition: : Carried

8.9

Administration

9.

Deferred Business

10.

Notices of Motion

11.

Mayor & Councillor Comments and Announcements

Deputy Mayor Frayne updated Council on Coalition for Huron Injury Prevention (CHIP) and Huron County Accessibility Committee  vacancy.

Councillor Vaughan brought further information on the Lake Huron Coastal Centre Conference.

Councillor Oke mentioned the upcoming Huron Street Reconstruction Public Open House.

 

• Recommendation:
  Motion: 132-2018
  Moved: D. Frayne
  Seconded: T. Oke

  That South Huron Council hereby approves the registration and associated costs for Councillor Vaughan to attend the Lake Huron Coastal Centre conference to be held in Grand Bend on May 10 to 11, 2018.

  Disposition: : Carried

12.

 Communications

12.1

Ministry of Municipal Affairs - Planning Act Regulations

12.2

AMO - Cannabis Implementation - Municipal Funding

12.3

AMO - Draft Fire Regulations Comments

12.4

AMO - Municipal Investment Powers

12.5

AMO -Community Energy Planning

Council directed the Clerk to email the full report to Council.

 

12.6

MPP Dufferin-Caledon, Sylvia Jones - Newly Released Requirements for Asset Management Plans for Municipal Infrastructure 

Deputy Mayor Frayne gave notice of a motion for the next meeting to support this item.

12.7

OSUM - Nomination for OSUM Executive Committee

Council supported nomination of CAO Best for OSUM Executive Committee (Term 2018-2020)

Council supported nomination for Mayor Cole for FCM Board Member (Term 2018-2019)

12.8

United Way Perth-Huron, Chad Alberico - Invitation to the Spirit of Community Celebration in Stratford - March 29, 2018

12.9

Huron County Municipal Officers' Association - Annual Meeting Agenda for April 20, 2018

No resolution was passed but Council directed the Clerk to registre attendance of Mayor Cole, Deputy Mayor Frayne, Councillor Tomes and Councillor Vaughan for the HCMOA Annual Meeting and for payment of annual membership fee.

12.10

Grand Bend Community Foundation Announcement - New Executive Director

12.11

City of Stratford - 2018 National Public Works Week

12.12

City of Hamilton - Support of Municipalities being Offered School Properties

12.13

Town of Essex - User Pay Childcare Services at AMO and FCM Conferences

12.14

County of Renfrew - Proposed Amendments to the Endangered Species Act

• Recommendation:
  Motion: 133-2018
  Moved: T. Oke
  Seconded: T. Tomes

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

   

  Disposition: : Carried

13.

Closed Session

• Recommendation:
  Motion: 134-2018
  Moved: M. Vaughan
  Seconded: D. Frayne

  That South Huron Council proceeds in Closed Session at 7:28 p.m. for the purpose of addressing: 
  • a proposed or pending acquisition or disposition of land by the municipality or local board; (disposition)
  
  
  

  Disposition: : Carried

14.

Report From Closed Session

Council reconvened in open session at 8:06 p.m.  Mayor Cole noted that the report was received for information and directed has been given to Staff for a further report.

 

15.

By-Laws

15.1

By-Law No. 22-2018 - Hayter Zoning By-Law

• Recommendation:
  Motion: 135-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That the South Huron Council gives third and final reading to By-Law #22-2018, being a by-law to amend By-Law #12-1984, being the Zoning By-Law for the former Township of Stephen for lands known as Conc N BDY N PT Lot 25, Stephen Ward, Municipality of South Huron.

  Disposition: : Carried

15.2

By-Law No. 26-2018 - Allen Municipal Drain 2018 

Provisional approval 1st & 2nd reading only.

• Recommendation:
  Motion: 136-2018
  Moved: T. Tomes
  Seconded: T. Oke

  That the South Huron Council gives first and second reading to By-Law #26-2018, being a by-law to provide for the Allen Municipal Drain 2018 in the Municipality of South Huron.

  Disposition: : Carried

15.3

By-Law No. 27-2018 - Ford-Neeb Municipal Drain

Provisional approval 1st & 2nd reading only.

• Recommendation:
  Motion: 137-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That the South Huron Council gives first and second reading to By-Law #27-2018, being a by-law to provide for the Ford-Neeb Municipal Drain 2018 in the Municipality of South Huron.

  Disposition: : Carried

15.4

By-Law No. 28-2018 - Khiva Municipal Drain

Provisional approval 1st & 2nd reading only.

• Recommendation:
  Motion: 138-2018
  Moved: T. Oke
  Seconded: T. Tomes

  That the South Huron Council gives first and second reading to By-Law #28-2018, being a by-law to provide for the Khiva Municipal Drain 2018 in the Municipality of South Huron.

  Disposition: : Carried

15.5

By-Law No. 29-2018 - Rowe-Rasenberg Municipal Drain

Provisional approval 1st & 2nd reading only.

• Recommendation:
  Motion: 139-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That the South Huron Council gives first and second reading to By-Law #29-2018, being a by-law to provide for the Rowe-Rasenberg Municipal Drain 2018 in the Municipality of South Huron.

  Disposition: : Carried

15.6

By-Law No. 30-2018 - Adopt 2018 Tax Rates

• Recommendation:
  Motion: 140-2018
  Moved: M. Vaughan
  Seconded: T. Tomes

  That the South Huron Council gives first, second and third and final reading to By-Law #30-2018, being a by-law to provide for the adoption of the 2018 tax rates and to further provide for penalty and interest in default of payment thereof.

  Disposition: : Carried

15.7

By-Law No. 31-2018 - Glazier Zoning By-Law

• Recommendation:
  Motion: 141-2018
  Moved: M. Vaughan
  Seconded: T. Tomes

  THAT South Huron Council amend the circulated zoning by-law to revise the height for accessory structure from 7m to 7.6 metres; and

  THAT based on the nature of the proposed amendment to the Zoning By-law, it is recommended that no further public notice be given and that Council pass a resolution under Section 34(17) of the Planning Act stating that no further notice is required; and

  That South Huron Council gives first, second, third and final reading to By-Law #31-2018, as amended, being a by-law to amend By-Law #12-84, being the Zoning By-Law for the former Township of Stephen for lands known as Conc N BDY E PT Lot 35, Stephen Ward, Municipality of South Huron.

  Disposition: : Carried

15.8

By-Law No. 32-2018 - West Corner Farms (McLean) Zoning By-Law

• Recommendation:
  Motion: 142-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That the South Huron Council gives first, second and third and final reading to By-Law 32-2018, being a by-law to amend By-Law #12-84, being the Zoning By-Law for the former Township of Stephen for lands known as Lot 9, Concession 20, Stephen Ward, Municipality of South Huron.

  Disposition: : Carried

15.9

By-Law No. 33-2018 - Oakwood (Forrester) Zoning By-Law

• Recommendation:
  Motion: 143-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That the South Huron Council gives first, second and third and final reading to By-Law 33-2018, being a by-law to amend By-Law #12-1984, being the Zoning By-Law for the former Township of Stephen for lands known as Stephen Con LRW Pt Lots 2; and 3 Plan 125 PT Lots 143; to 145 187 188 196 to 200; Plan 127 PT BLK C Plan 129; PT BLK a RP 22R2797 Parts 3, Stephen Ward, Municipality of South Huron.

  Disposition: : Carried

15.10

By-Law No. 34-2018 - Housekeeping Second Units By-Law

• Recommendation:
  Motion: 144-2018
  Moved: D. Frayne
  Seconded: T. Tomes

  That the South Huron Council gives first, second and third and final reading to By-Law 34-2018, being a by-law to amend By-Law #30-78, being the Zoning By-Law for the former Town of Exeter, Municipality of South Huron.

  Disposition: : Carried

16.

Confirming By-Law

16.1

By-Law No. 35-2018 – Confirming By-Law

• Recommendation:
  Motion: 145-2018
  Moved: M. Vaughan
  Seconded: T. Oke

  That the South Huron Council gives first, second and third and final reading to By-Law #35-2018, being a by-law to confirm matters addressed at the March 19, 2018 Council meeting.

  Disposition: : Carried

17.

Adjournment

8:13 pm

• Recommendation:
  Motion: 146-2018
  Moved: D. Frayne
  Seconded: M. Vaughan

  That South Huron Council hereby adjourns at 8:13 p.m., to meet again on April 3, 2018 at 6:00 p.m. or at the Call of the Chair.

  Disposition: : Carried