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, 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
  • Andrew Baird, Emergency Services Manager/Fire Chief, Emergency Services
  • Sandy Becker, Financial Services Manager/Treasurer, Financial Services
  • Jo-Anne Fields, Community Services Manager, Community Services
  • Sarah Smith, Huron County Planner, Huron County Planning
  • Rebekah Msuya-Collison, Clerk, Corporate Services, Clerk

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

  • Recommendation:
    Motion:147-2018
    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

Amendment to 7.4 Addition of Letter of Resignation

Amendment to 11.1 Addition of Federation of Canadian Municipalities (FCM) Resolution

  • Recommendation:
    Motion:148-2018
    Moved:D. Frayne
    Seconded:M. Vaughan

    That South Huron Council approves the Agenda as amended.

    Disposition: : Carried
  • Recommendation:
    Motion:149-2018
    Moved:T. Tomes
    Seconded:M. Vaughan

    That South Huron Council adopts the minutes of the Regular Council Meeting of March 19, 2018, as printed and circulated.

    Disposition: : Carried
  • Recommendation:
    Motion:150-2018
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council adopts the minutes of the Public Meeting of March 19, 2018, as printed and circulated.

    Disposition: : Carried
  • Recommendation:
    Motion:151-2018
    Moved:D. Frayne
    Seconded:T. Tomes

    That South Huron Council adopts the minutes of the Committee of Adjustment Meeting of March 19, 2018, as printed and circulated.

    Disposition: : Carried
  • Recommendation:
    Motion:152-2018
    Moved:C. Hebert
    Seconded:M. Vaughan

    That South Huron Council accept the recommendation from the CAO Performance Review Committee regarding the CAO Annual Performance Review; and

    That remuneration be increased based on COLA of 1.5%, effective January 1, 2018.

    Disposition: : Carried
  • Recommendation:
    Motion:153-2018
    Moved:T. Oke
    Seconded:M. Vaughan

    That South Huron Council adopts the minutes of the Committee of the Whole Meeting of March 20, 2018, as printed and circulated.

    Disposition: : Carried
  • Recommendation:
    Motion:154-2018
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council accept the recommendation of the Rodeo Committee to hire Ty Baynton to provide entertainment in the tent on Saturday evening following the rodeo performance at a maximum cost of $1,000.00 plus HST.

    Disposition: : Carried
  • Recommendation:
    Motion:155-2018
    Moved:D. Frayne
    Seconded:W. DeLuca

    That South Huron Council accept the recommendation of the Rodeo Committee to hire RMG for two performances on the weekend of August 10, 11 & 12, 2018 at a cost of $32,500.00 plus HST.

    Disposition: : Carried

Councillor Oke presented a verbal report of the March 27 Community Hub/Recreation Project Steering Advisory Committee meeting including an upcoming presentation with YMCA.

Council directed staff to initiate the recruitment process for the Community Hub/Recreation Project Steering Advisory Committee.

  • Recommendation:
    Motion:156-2018
    Moved:T. Oke
    Seconded:W. DeLuca

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

    • Exeter Rodeo Committee minutes of February 12, 2018;
    • Community Hub/Recreation Project Steering Advisory Committee minutes of March 13, 2018
    Disposition: : Carried

Financial Services Manager/Treasurer Becker confirmed that the Huron Street Project is included in the summary report.

  • Recommendation:
    Motion:157-2018
    Moved:T. Oke
    Seconded:W. DeLuca

    That South Huron Council receives the report from S. Becker, Financial Services Manager/Treasurer re: Reserves/Reserve Funds Summary 2014-2018 for information.

     

    Disposition: : Carried
  • Recommendation:
    Motion:158-2018
    Moved:T. Oke
    Seconded:C. Hebert

    hat South Huron Council receive the report from D. Giberson, Environmental Services Director RE: Tender Results for Watermain Replacements on Dashwood Road from Shipka Line to Bronson Line; Shipka Line from South Road to Kirkton Road; and the Easement from Huron Street to McTaggart Line; and

    That South Huron Council accept the tender received from the low bidder Robinson Farm Drainage Limited and authorize award of a contract for Watermain Replacements on Dashwood Road from Shipka Line to Bronson Line; Shipka Line from South Road to Kirkton Road; and the Easement from Huron Street to McTaggart Line in the amount of $955,838.75 (including HST).

    Disposition: :
  • Recommendation:
    Motion:159-2018
    Moved:T. Oke
    Seconded:C. Hebert

    That the motion be amended by striking out the reference to "Bronson Line" and inserting "STA 8 + 720".

    Disposition: : Carried
  • Recommendation:
    Motion:158-2018
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council receive the report from D. Giberson, Environmental Services Director RE: Tender Results for Watermain Replacements on Dashwood Road from Shipka Line to STA 8 + 720; Shipka Line from South Road to Kirkton Road; and the Easement from Huron Street to McTaggart Line; and

    That South Huron Council accept the tender received from the low bidder Robinson Farm Drainage Limited and authorize award of a contract for Watermain Replacements on Dashwood Road from Shipka Line to STA 8 + 720; Shipka Line from South Road to Kirkton Road; and the Easement from Huron Street to McTaggart Line in the amount of $955,838.75 (including HST).

    Disposition: : Carried
  • Recommendation:
    Motion:160-2018
    Moved:D. Frayne
    Seconded:T. Tomes

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

    That South Huron Council amend the engineering services contract with BM Ross Engineers to add the amount of $34,000 plus HST for professional services related to Repairs to McTaggart Line Bridge Structures #3037, #3038, #3039.

    Disposition: : Carried
  • Recommendation:
    Motion:161-2018
    Moved:T. Oke
    Seconded:C. Hebert

    That South Huron Council receive the report from D. Giberson, Environmental Services Director Re: Water and Sewer Rate Study and Water Financial Plan Update - Request for Proposals AND;

    That South Huron Council accepts the proposal received from Watson & Associates Economists Ltd. and authorizes the award of a contract to Watson & Associates Economists Ltd. for professional services associated with a Water and Sewer Rate Study and Water Financial Plan Update in the amount of $44,900 plus HST.

    Disposition: : Carried

Council discussed the project timeline and road closure and directed staff to bring back a report for council information that includes engineering estimates and compensating report. 

  • Recommendation:
    Motion:162-2018
    Moved:W. DeLuca
    Seconded:M. Vaughan

    That South Huron Council receive the report from D. Giberson, Environmental Services Director Re: Failure of Mollard Line Culvert Structure #1056.

    Disposition: : Carried
  • Recommendation:
    Motion:163-2018
    Moved:W. DeLuca
    Seconded:M. Vaughan

    That South Huron Council receives the report from J. Fields, Community Services Manager re: Results of Request for Quotation for the Brick Work Restoration at the Olde Town Hall; and

    That Council accepts the quotation from the low bidder CORKO Canada Inc. and authorize award of the contract for the brick work restoration at the Olde Town Hall in the amount of $26,414.83 (including HST).

     

    Disposition: : Carried
  • Recommendation:
    Motion:164-2018
    Moved:M. Vaughan
    Seconded:T. Oke

    That South Huron Council receives the report from J. Fields, Community Services Manager re: Results for Tender Request for the provision of Kirkton-Woodham Pool Shell Refurbish and Painting; and 

    That Council accepts the tender from the low bidder PPL Aquatics Fitness and Spa Group and authorize award of the contract for the Kirkton- Woodham Pool Shell Refurbish and Painting in the amount of $33,041.20 (including HST).

     

    Disposition: : Carried

Emergency Services Manager Baird advised council that South Huron is currently paying an almost identical price under the current contract and that there are sixteen other municipalities that use the service from the Town of Tilsonburg.

  • Recommendation:
    Motion:165-2018
    Moved:M. Vaughan
    Seconded:T. Tomes

    That South Huron Council receives the report from A. Baird, Emergency Services Manager, re: RFP for the Provision of Fire Dispatch Services; and

    That South Huron Council award a 5 year contract for the provision of Fire Dispatch Services to The Corporation of the Town of Tillsonburg in the amount of $18,625.50 plus HST for 2019, with a 2% increase per year for 2020-2023 fiscal years.

    Disposition: : Carried
  • Recommendation:
    Motion:166-2018
    Moved:D. Frayne
    Seconded:C. Hebert

    Moved by D. Frayne:

    That South Huron Council support the request from MPP Sylvia Jones and encourage the sharing of infrastructure information for municipal asset management plans between the Ministry of Environment and Climate Change and the Ministry of Infrastructure to reduce reporting burden on municipalities.

    Disposition: : Carried
  • Recommendation:
    Motion:167-2018
    Moved:M. Cole

    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 (2018-2022 inclusive) 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.

    Disposition: :

The Clerk read section 13.2 of the Procedural By-law regarding the procedure for notice of motion.  Council agreed to bring Items 10.2 and 10.3 forward at the next meeting.

  • Recommendation:
    Motion:
    Moved:M. Cole

    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: :

Deputy Mayor Frayne updated Council that the speed sign will be moved to Morrison Dam.  He will be chairing a meeting of the Jones Bridge pedestrian project on Thursday and will bring information back to council.

Councillor Hebert noted that the Conservation tickets are sold out.

Councillor Vaughan advised Council of the Chamber of Commerce Golf Tournament to be held on Tuesday May 15, 2018.  Councillor Vaughan, Mayor Cole and Councillor Hebert advised they would attend.  Councillor Vaughan noted that the South Huron & Area Home Show is being held on Friday April 6 and Saturday April 7. 

Councillor Oke advised that four girls hockey teams are going to provincials this weekend and that three boys teams have already won all Ontario.

Mayor Cole advised that she received a request from the high school to use South Huron recreation centre for mental health awareness and will bring back more information for council.  She attended the Huron-Perth United Way Gala and the guest speakers were from the NewOutlook Group.  Mayor Cole attended the opening of Hear Well be Well.  She attended a teleconference on public health. 

Mayor Cole attended the annual flood emergency planning meeting hosted by the Ausable Bayfield Conservation Authority (ABCA) and attended the awards with Councillor Vaughan and Deputy Mayor Frayne. 

Mayor Cole thanked Council for their support.

  • Recommendation:
    Motion:167-2018
    Moved:C. Hebert
    Seconded:M. Vaughan

    Whereas the Federation of Canadian Municipalities (FCM) represents the interests of municipalities on policy and program matters that fall within federal jurisdiction; and
    Whereas FCM’s Board of Directors is comprised of elected municipal officials from all regions and sizes of communities to form a broad base of support and provide FCM with the prestige required to carry the municipal message to the federal government; and
    Whereas FCM’s Annual Conference and Trade Show will take place from May 31 to June 3, 2018, during which time the Annual General Meeting will be held and followed by the election of FCM’s Board of Directors;

    Be it resolved that Council of the Municipality of South Huron endorse Mayor Maureen Cole to stand for election on FCM’s Board of Directors for the period starting in June 2018 and ending June 2019; and

    Be it further resolved that Council assumes all costs associated with Mayor Maureen Cole attending FCM’s Board of Directors meetings.

    Disposition: : Carried

Councillor Oke advised that this correspondence has already been presented to the Community Hub/Recreation Project Steering Advisory Committee.

Council directed this petition be forwarded to the Community Hub/Recreation Project Steering Advisory Committee.  Council discussed attaching correspondence already received by the Committee to the Board and Committee section of the agenda to identify that the Committee has already seen it.

Mayor Cole  will approach Huron County Playhouse regarding possible municipal night opportunities.

  • Recommendation:
    Motion:168-2018
    Moved:T. Oke
    Seconded:C. Hebert

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

     

    Disposition: : Carried
  • Recommendation:
    Motion:169-2018
    Moved:D. Frayne
    Seconded:M. Vaughan

    That the South Huron Council gives first, second and third and final reading to By-Law 36-2018, 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 Stephen CON 3 PT LOTS 6 AND; 7 RP 22R5240 PARTS 20 TO 33; 79 TO 82, and Stephen CON 3 PT LOTS 6 AND;7 RP 22R5240 PARTS 37 TO 49; AND 91, Stephen Ward, Municipality of South Huron.

    Disposition: : Carried
  • Recommendation:
    Motion:170-2018
    Moved:W. DeLuca
    Seconded:T. Tomes

    That the South Huron Council gives first, second and third and final reading to By-Law #37-2018, being a by-law to confirm matters addressed at the April 3, 2018 Council meeting.

    Disposition: : Carried
  • Recommendation:
    Motion:171-2018
    Moved:D. Frayne
    Seconded:M. Vaughan

    That South Huron Council hereby adjourns at 7:50 p.m., to meet again on April 16, 2018 at 6:00 p.m. or at the Call of the Chair.

    Disposition: : Carried
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