MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MINUTES NOVEMBER 16, 2016

Transcription

1 MUNICIPALITY OF SOUTHWEST MIDDLESEX COUNCIL MINUTES NOVEMBER 16, 2016 CALL TO ORDER Mayor Blackmore called the meeting to order at 7:00 p.m. In attendance were Mayor Vance Blackmore, Deputy Mayor Marigay Wilkins and Councillors Karen Aranha, Douglas Bartlett, Rick Cowell, John Kavelaars and Don McCallum. Councillor Martin Vink was absent with notice. Staff members in attendance were Administrator/Clerk Janneke Newitt, Treasurer Kristen McGill and Facilities and Recreation Manager Steve MacDonald. Utility/Drainage Superintendent Liz Cummings was present for the Deputations and Petitions portion of the meeting and public works matters. APPROVAL OF AGENDA # D. Bartlett / R. Cowell That the agenda be approved as circulated. Carried DISCLOSURE OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. DEPUTATIONS AND PETITIONS Court of Revision Miller Drain, McTaggart-McLean Drain and Switzer & McLean-Switzer Drain # K. Aranha / M. Wilkins That the Court of Revision for the Miller Drain, McTaggart-McLean Drain and Switzer and McLean Switzer Drain reports consist of Mayor Blackmore, Deputy Mayor Wilkins and Councillors Cowell, Kavelaars and McCallum. 1 Southwest Middlesex Council Minutes November 16, 2016

2 # R. Cowell / J. Kavelaars That the regular meeting of Council be suspended for the duration of the Court of Revision for the Miller, McTaggart-McLean and Switzer & McLean- Switzer Municipal Drains under Section 46(3) of the Drainage Act Councillors Cowell and Bartlett moved to another location in the chambers. Mayor Blackmore acted as chair of the Court of Revision, calling it to order. John Spriet and Brandon Widner of Spriet Associates Engineers attended the meeting. The Administrator/Clerk read one written appeal to the Miller Drain report received from Rein Minnema of Minnema Farms Ltd. Many of the assessed landowners, including the appellant, were present. Mr. Spriet explained how the assessment schedule for the Miller Drain had been calculated, noting that the appellant did not indicate what changes he was requesting to the schedule. He offered several benefits that the owner of the property would receive from the closure of the open ditch and provided a summary sheet showing the net cost to all properties involved on the drain. Mr. Minnema had nothing to add to his appeal. When asked, he noted that he was appealing his assessment on both the open and closed portions of the drain and couldn t comment at that time on the figures provided by the engineer. # D. McCallum / J. Kavelaars That, based on the explanation provided by the engineer, the assessment schedule in the report for the Miller Drain dated August 30, 2016 be confirmed as they relate to the Minnema property. The Administrator/Clerk advised that no appeals had been received on the McTaggart-McLean Drain report. # J. Kavelaars / R. Cowell That the assessment schedule for the McTaggart-McLean Drain report dated August 30, 2016 be confirmed. 2 Southwest Middlesex Council Minutes November 16, 2016

3 Engineer Ray Dobbin and many of the landowners assessed on the Switzer and McLean Switzer Drain were present. The Administrator/Clerk advised of eight appeals received on the drain, all of which were included in the agenda package. Mr. Dobbin explained how the assessment schedules for the Switzer and McLean Switzer Drain report had been calculated, using his standard practise of a 65%/35% split between the owner of lands being closed in and the upstream owners. Owners Ian MacLean and Robert McColl reiterated the reasons for their appeals and those from others that were similar. Mr. Dobbin stated that he had read the appeals and considered some optional assessment possibilities. He distributed a spreadsheet showing one option with a similar approach to that used by Spriet Associates; calculating the cost of the tile, deducting the estimated cost of four cleanouts should the drains remain as open ditches and then assessing the net to the property owner requesting the closure. A discussion took place on the benefits that the owner of the newly closed portion would receive. # D. McCallum / M. Wilkins That Schedule of Assessment No. 1 for the Switzer Municipal Drain and Schedule of Assessment No. 3 for the McLean Switzer Municipal Drain in the engineer s report dated April 14, 2016 both be revised by increasing the assessment on property roll numbers and and reducing the assessments on the other properties by the amounts as shown on the respective revised Schedules as presented to the Court by the engineer, to reflect a change in the cost-sharing to close in those sections of the two respective municipal drains as provided for in the said engineer s report. The Administrator/Clerk advised of the next steps in the process. Chair Blackmore adjourned the Court and reconvened the council meeting. Court of Revision Watson Branch, Haggerty No 1 Municipal Drain # R. Cowell / J. Kavelaars 3 Southwest Middlesex Council Minutes November 16, 2016

4 That the Court of Revision for the Watson Branch and the Haggerty No. 1 Drain reports consist of Mayor Blackmore, Deputy Mayor Wilkins and Councillors Aranha, Bartlett and McCallum. # K. Aranha / M. Wilkins That the regular meeting of Council be suspended for the duration of the Court of Revision for the Watson Branch and the Haggerty No. 1 Municipal Drains under Section 46(3) of the Drainage Act. The Administrator/Clerk read one written appeal to the Watson Branch Drain report received from Matt Adema, President of Adema Family Farms. Mr. Adema was in attendance along with other affected landowners. Engineer Ray Dobbin was also present. Mr. Dobbin noted that the appeal regarding the closed section was in reference to the proposed changes to the Haggerty No. 1 Drain. He answered brief questions on the assessment schedule and design provisions. # D. McCallum / K. Aranha That, based on the explanation provided by the engineer, the assessment schedule in the report for the Watson Branch of the Haggerty No. 1 Drain dated August 5, 2016 be confirmed as they relate to the Adema Family Farm Inc., property. The Administrator/Clerk read two appeals on the Haggerty No. 1 Drain from Matt Adema, President of Adema Family Farms and from Matt Weber. Both appellants and other affected landowners were present. Mr. Dobbin provided an explanation of the method used to calculate individual property assessments and distributed a spreadsheet showing another option using a similar approach to that used by Spriet Associates; calculating the cost of the tile, deducting the estimated cost of four cleanouts should the drain remain as an open ditch and then assessing the net to the property owner requesting the closure. Mr. Dobbin also addressed the three concerns raised in Mr. Weber s appeal as follows: - Agreed that the assessment for the bushland on Mr. Weber s property should be corrected with a 50% reduction. 4 Southwest Middlesex Council Minutes November 16, 2016

5 - Explained the differences in the per-acre assessments to properties upstream of the Watson Branch. - Confirmed the higher assessment to the road authority. # M. Wilkins / K. Aranha That the Schedule of Assessment for the Haggerty No. 1 Municipal Drain in the engineer s report dated August 5, 2016 be corrected by reducing the assessment to property by 50% to reflect the bush land on the property; and That the Schedule of Assessment then be revised by increasing the assessment on property roll number and reducing the assessments on the other properties by the amounts as shown on the revised Schedule as presented to the Court by the engineer (with minor changes due to the correction required above), to reflect a change in the cost-sharing to close in a section of the municipal drain as provided for in the said engineer s report. Chair Blackmore adjourned the Court and reconvened the council meeting. Middlesex County Planning Services Middlesex County Administrator Bill Rayburn and Director of Planning Durk Vanderwerff attended the meeting to present the County s proposal for offering planning services to the local municipalities and including the related cost on the County levy as of Several questions were asked to clarify various aspects of the service and the county/local municipal relationship. Mr. Rayburn took the opportunity to discuss local representation on County Council and the loss of the Southwest Middlesex Deputy Mayor s seat on County Council after the 2018 municipal election. Council Minutes October 5, /0545 R. Cowell / D. Bartlett That the October 5, 2016 meeting minutes of Southwest Middlesex Council be approved as circulated. Council Minutes October 19, /0546 K. Aranha / M. Wilkins 5 Southwest Middlesex Council Minutes November 16, 2016

6 That the October 19, 2016 meeting minutes of Southwest Middlesex Council be approved as circulated. Council Minutes - October 26, /0547 D. Bartlett / R. Cowell That the October 26, 2016 meeting minutes of Southwest Middlesex Council be approved as circulated. BUSINESS ARISING FROM THE MINUTES Councillors were advised that a public meeting on Sunday hunting would be scheduled for later in the winter. VOUCHERS 2016/0548 That vouchers totaling $280, be approved. ACTION CORRESPONDENCE Seasonal Greeting ad in Gazette Transcript & Free Press 2016/0549 M. Wilkins / R. Cowell That a seasonal greeting ad be placed at a cost of $ in the Gazette Transcript & Free Press. STAFF REPORTS Administration Middlesex County Planning Services # That the Middlesex County Planning Services Report be received for information. 6 Southwest Middlesex Council Minutes November 16, 2016

7 Finance Municipal Vehicle Inventory # R. Cowell / J. Kavelaars That the Facilities and Recreation Manager be authorized to sell the 2007 F250 truck on an as is basis by sealed bid. # That the decision on the disposal of the 2007 F150 pickup be deferred until the Public Works Manager has the opportunity to review the situation. Facilities and Recreation Glencoe Parkette Wall Mural Replacement # M. Wilkins / K. Aranha That Southwest Middlesex enter into an agreement with the property owners of 241 Main Street and 243 Main Street regarding placement of a barn quilt on each of these buildings, facing into the parkette; and That two Canada 150 themed barn quilts be ordered from Denise Corneil and Mary Simpson as per the designs presented at the meeting. Naming Rights for Glencoe Comprehensive Library # D. Bartlett / R. Cowell That Council approve the following fee structure for the naming rights of various areas in the new Glencoe Comprehensive Library: $10,000 Program Room $10,000 Reading Garden $5,000 Children s Area $5,000 Lounge Area $2,500 Per Meeting Room $2,500 Per Quiet Study Room 7 Southwest Middlesex Council Minutes November 16, 2016

8 Free Municipal Water Fountain # R. Cowell / M. Wilkins That a formal thank you on behalf of council be sent to the Project Manager for HKCC for the new water fountain; and That the new fountain with water bottle filling station be located inside the Project 2000 building. Lease Extension with SMAK # That the revised lease agreement with SMAK as prepared by the Facility and Recreation manager, with no reduction/decrease to how the annual lease amount is calculated, be presented to SMAK for signature. Flower Basket Program Annual Review # M. Wilkins / D. Bartlett That 120 hanging baskets be approved for 2017; That an order be placed with two greenhouses as done in the past two seasons; That the plant colours be changed as described in the staff report; and That sponsorship remain at $65 per basket. Public Works Municipal Drain Tenders McTaggart-McLean Drain # J. Kavelaars / M. Wilkins That, subject to no appeals to the Agriculture, Food and Rural Affairs Tribunal being received, the tender for the McTaggart-McLean Drain be awarded to VanBree Drainage in the amount of $105, excluding HST. Switzer and McLean-Switzer Drain # M. Wilkins / D. Bartlett 8 Southwest Middlesex Council Minutes November 16, 2016

9 That, subject to no appeals to the Agriculture, Food and Rural Affairs Tribunal being received, the tender for the Switzer and McLean-Switzer Drain be awarded to VanBree Drainage in the amount of $211, excluding HST. Miller Drain # That, subject to no appeals to the Agriculture, Food and Rural Affairs Tribunal being received, the tenders for the Miller Drain be awarded as follows: - Lower Open and Upper Open Portion to J & L Henderson in the amount of $17, excluding HST; - Lower Closed Portion to Timmermans Drainage in the amount of $28, excluding HST; and - Branch A to VanBree Drainage in the amount of $7, excluding HST. Request for a Mutual Agreement Drain # M. Wilkins / R. Cowell That the Mayor and Clerk be authorized to enter into an agreement drain with the owners of Lot 3, Con 10 (former Mosa Township) under the provisions of the Drainage Act with terms as recommended by the Drainage Superintendent. REPORTS OF COMMITTEES Lower Thames Valley Conservation Authority 2017 Preliminary Budget # R. Cowell / D. Bartlett That the Lower Thames Valley Conservation Authority 2017 Preliminary Budget be received. UNFINISHED BUSINESS There were no items of unfinished business to complete. 9 Southwest Middlesex Council Minutes November 16, 2016

10 BY-LAWS # J. Kavelaars / M. Wilkins That By-law No. 2016/093 to confirm the proceedings of the council of the Municipality of Southwest Middlesex (November 2, 2016) be read a first and second time. # That By-law No. 2016/093 to confirm the proceedings of the council of the Municipality of Southwest Middlesex (November 2, 2016) be read a third and final time. INFORMATION CORRESPONDENCE # R. Cowell / D. Bartlett That the Information Correspondence be received. COUNCILLORS COMMENTS AND ENQUIRIES Council was informed that the OMB hearing for the official plan and zoning by-law appeals from applications at 140 McRae Street was scheduled for January 31 and February 1, # M. Wilkins / R. Cowell That the regularly scheduled November 23 rd council meeting be cancelled. Mayor Blackmore reminded council of the Santa Claus parade on November 18 th and asked for volunteers for the Southwest Middlesex float. Councillor Aranha reported on her attendance at the Ekcoe Central information session held as a follow-up to the mould issue faced by the TVDSB in September and her attendance at the TVDSB parent involvement symposium. Councillors Aranha and Cowell and Deputy Mayor Wilkins spoke on the Teeny Tiny Economic Summit they had attended in Alvinston. # J. Kavelaars / R. Cowell 10 Southwest Middlesex Council Minutes November 16, 2016

11 That the notice of retirement from Administrative Assistant/Front Counter staff member Keith Dickie as of February 22, 2017 be accepted with regret. Carried ADJOURNMENT Mayor Blackmore adjourned the meeting at 10:00 p.m. Mayor Clerk 11 Southwest Middlesex Council Minutes November 16, 2016