May 15, 2007, Page 1 TOWNSHIP OF SOUTH-WEST OXFORD COUNCIL MINUTES May 15, 2007 MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: Mayor James Hayes (left the meeting at 10:35 p.m.) Councillors: Jay Heaman, George Klosler, David Mayberry, Gerry Mitchell, Ron Sackrider, D. Anne Vanhoucke None Allen Forrester, Clerk-Treasurer Administrator MEETING WAS CALLED TO ORDER The meeting was called to order at 7:00 p.m. by Mayor James Hayes. APPROVAL OF AGENDA Resolution No. l RESOLVED that the agenda for the May 15, 2007, Council meeting be accepted as amended.. MINUTES: Resolution No. 2 RESOLVED that the minutes of the Meeting of Council held on May 1, 2007 be. Resolution No. 3 Seconded by David Mayberry RESOLVED that the minutes of the May 1, 2007, Closed Meeting of Council be adopted as corrected. DECLARATION OF PECUNIARY INTEREST There were no declarations. WORKS DEPARTMENT Works Superintendent Bill Freeman gave his report numbered W.D. 14-2007 with regard to Works Department activity. Works Superintendent Bill Freeman also reviewed with Council Report No. W.D. 15-2007 with regard to quotes obtained for grass cutting at certain community halls and parks.
May 15, 2007, Page 2 CLOSED MEETING Resolution No. 4 Seconded by David Mayberry RESOLVED THAT Council hold a closed meeting in order to address a matter pertaining to: Personal matters about an identifiable individual, including municipal or local board employees. Council went into Committee of the Whole in camera at 7:25 p.m. and reconvened in public at 7:33 p.m. WORKS SUPERINTENDENT S REPORT NO. W.D. 14-2007 SUBJECT: 1) UNION ROAD; 2) CLARKE ROAD; 3) EQUIPMENT TRADE SHOW; 4) LAWN MAINTENANCE; 5) WORKS DEPARTMENT ACTIVITIES Resolution No. 5 RESOLVED that the Works Superintendent s Report No. W.D. 14-2007 be WORKS SUPERINTENDENT S REPORT NO. W.D. 15-2007 SUBJECT: QUOTES FOR GRASS CUTTING AT CERTAIN COMMUNITY HALLS AND PARKS Resolution No. 6 Seconded by David Mayberry RESOLVED that the Works Superintendent s Report No. W.D. 15-2007 be BUILDING DEPARTMENT Chief Building Official Dwayne Daniel gave his report numbered B.D. 09-2007 on building activity. Also included in that report were: 1) Mt. Elgin Fire Hall, Heat Recovery Ventilator (HRV) quotes; 2) Tenders for Renovations to Foldens Community Hall to improve Handicapped Accessibility; 3) Tenders for Insulation and Vapour Barrier Upgrade at Mt. Elgin Community Hall. The Chief Building Official was directed to have the engineer, Nelson Dawley, attend at the Mt. Elgin Fire Hall to see if the fresh air damper assembly could be moved to a more suitable location, such as underneath the stairs. Further discussion of the quotes for renovations at the Foldens and Mt. Elgin Community Halls was deferred to a later time, so that consideration may be given to how such retrofits are funded, before making decisions on the quotes. Resolution No.7 - RESOLVED that the Chief Building Official s Report No. B.D. 09-2007 be
May 15, 2007, Page 3 ADJOURN FOR A MEETING OF THE COMMITTEE OF ADJUSTMENT Resolution No. 8 RESOLVED that Council adjourn in order that a meeting of the Committee of Adjustment may be held. PUBLIC MEETING FOR ZONE CHANGE APPLICATION NO. ZON 4-06-14, APPLICANTS: BRYAN AND CAROL MALOTT, LOT 15, CON. 10 (DEREHAM), DELMER The purpose of this application was to satisfy a condition of a consent granted by the County of Oxford Land Division Committee (Severance Application No. B-102/6). The requested zone change from General Agricultural Zone (A2) to Rural Residential Zone (RR) would permit the development of a single detached dwelling on the severed lot. Stephen Couture, Planner, Community and Strategic Planning, County of Oxford, gave the Planning Report for the application. Bryan Malott was present in support of his application. No one else appeared in support of or in opposition to the application. Chairperson James Hayes declared the Public Meeting for Zone Change Application No. ZON 4-06-14 concluded. The Council Meeting was reconvened. ZONE CHANGE APPLICATION NO. ZON 4-06-14, APPLICANTS: BRYAN & CAROL MALOTT, LOT 15, CON. 10 (DEREHAM), DELMER Resolution No. 9 RESOLVED that Zone Change Application ZON 4-06-14 of Bryan and Carol Malott to re-zone land in Part Lot 15, Concession 10 (Dereham) in Delmer, from General Agricultural Zone (A2) to Rural Residential Zone (RR) be approved. CLOSED MEETING Resolution No. 10 RESOLVED THAT Council hold a closed meeting in order to address a matter pertaining to: A proposed or pending acquisition or disposition of land by the municipality or local board. Council went into Committee of the Whole in camera at 8:30 p.m. and reconvened in public at 9:14 p.m.
May 15, 2007, Page 4 DEPUTY CLERK-TREASURER S REPORT NO. D.C.T. 16-2007 SUBJECT: REQUEST OF BROWNSVILLE HALL COUNCIL COMMITTEE FOR APPOINTMENT OF AN ENGINEER Deputy Clerk-Treasurer Mary Ellen Greb reviewed Report No. D.C.T. 16-2007 which reported on the May 7, 2007, meeting of the Brownsville Hall Council Committee. The report included the recommendation that an engineer be hired to develop a costing and plans for upgrading the hall and library to code. Resolution No. 11 RESOLVED that a person be hired to do a preliminary design for a septic system for the Brownsville Hall and an initial concept plan for the hall renovations with a kitchen. DEPUTY CLERK-TREASURER S REPORT NO. D.C.T. 17-2007 SUBJECT: STATUS OF REPAIRS TO BROWNSVILLE HALL THAT WERE DIRECTED TO BE DONE BY COUNCIL RESOLUTION AT THE MAY 1, 2007, MEETING Deputy Clerk-Treasurer Mary Ellen Greb presented Report No. D.C.T. 17-2007. FIRE DEPARTMENT Fire Chief Dirk Verboom gave his report for Brownsville Fire Hall. Fire Chief Eric Johnson reported for Mt. Elgin Fire Hall. Fire Chief Wayne Lillywhite reported for Beachville Fire Hall. Resolution No. 12 Moved by Jay Heaman RESOLVED that the Fire Chief s Report for the Brownsville Fire Hall be received. Resolution No. 13 Moved by Jay Heaman RESOLVED that the Fire Chief s Report for the Mt. Elgin Fire Hall be received. Resolution No. 14 Moved by Jay Heaman RESOLVED that the Fire Chief s Report for the Beachville Fire Hall be received.
May 15, 2007, Page 5 CORRESPONDENCE ITEM NO. 396 FROM STEPHEN COUTURE, PLANNER, COMMUNITY AND STRATEGIC PLANNING, COUNTY OF OXFORD RE: EXTENSION OF DRAFT PLAN APPROVAL FOR ELDON VIEW MEADOWLANDS SUBDIVISION IN MT. ELGIN (FILE NO. 32T-99006) Resolution No. 15 RESOLVED that South-West Oxford Township Council support the extension of draft plan approval for the Eldon View Meadowlands Subdivision in Mt. Elgin, File No. 32T-99006, Pt Lot 11, Concession 5 (Dereham), for a further two years to April 26, 2009. CORRESPONDENCE ITEM NO. 369 FROM ONTARIO FEDERATION OF ANGLERS AND HUNTERS RE: ONTARIO FAMILY FISHING WEEKEND, JULY 6 to JULY 8, 2007 Resolution No. 16 RESOLVED that Correspondence Item No. 369 from the Ontario Federation of Anglers and Hunters be supported. CORRESPONDENCE ITEM NO. 370 FROM HON. JIM BRADLEY, MINISTER RESPONSIBLE FOR SENIORS RE: 2007 SENIOR ACHIEVEMENT AWARD PROGRAM Councillor Ron Sackrider volunteered to look into nominating Gladys Campbell of Mt. Elgin for a Senior Achievement Award in recognition of her contribution to the community. CORRESPONDENCE ITEM NO. 388 FROM THE CANADA GREEN BUILDING COUNCIL (CaGBC) RE: MUNICIPAL GREEN BUILDING WORKSHOPS Councillors David Mayberry, Jay Heaman and Gerry Mitchell expressed interest in attending the workshop entitled From Policy to Practice for the Public Sector to be held in Woodbridge on May 30, 2007. This was acceptable to Council. ENERGY ADVANTAGE INC. RE: ENERGY CONSERVATION REPORTING TEMPLATE (ECLA REPORT TEMPLATE) Council was in agreement with participating in this program. ACCOUNTS Resolution No. 17 RESOLVED that the following Accounts be approved for payment: Accounts Payable Council Report $ 97,295.31 GST recoverable $ 4,746.44 Bi-weekly #10-2007 $ 25,344.98 Council-March remuneration for April $ 7,089.93 TOTAL $ 134,476.66
May 15, 2007, Page 6 INFORMATION CORRESPONDENCE Resolution No. 18 Moved by D. Anne Vanhoucke RESOLVED that correspondence numbered as follows be noted and filed: #362, #363, #364, #368, #376, #379, #381, #382, #383, #385, #386, #387, #389, #392, #393, #398, #401, #402, #403, #404, #405, #406, #407, #408. BY-LAW NO. 08-2007 (3 rd READING) SUBJECT: CONSTRUCTION OF DEER CREEK DRAIN DRAIN A Resolution No. 19 RESOLVED that the By-Law to provide for the construction of the Deer Creek Drain Drain A be now Read a Third Time and Finally Passed, signed, sealed and numbered 08-2007. BY-LAW NO. 21-2007 SUBJECT: RE-ZONE LAND OWNED BY BRYAN AND CAROL MALOTT IN LOT 15, CON. 10 (DEREHAM) IN DELMER FROM GENERAL AGRICULTURAL ZONE (A2) TO RURAL RESIDENTIAL ZONE (RR) Resolution No. 20 RESOLVED that the mover be granted leave to introduce a by-law to re-zone lands in Part Lot 15, Concession 10 (Dereham) to Rural Residential (RR) and this shall constitute the First and Second Reading thereof. (By-Law 21-2007) Resolution No. 21 RESOLVED that the By-Law to re-zone lands in Part Lot 15, Concession 10 (Dereham) to Rural Residential (RR) be now Read a Third time and Finally Passed, signed, sealed and numbered 21-2007. Mayor James Hayes left the meeting at 10:35 p.m. due to a commitment to attend a conference in Niagara Falls. Resolution No. 22 RESOLVED that Councillor David Mayberry be appointed to chair the balance of the Council Meeting. FOOD FOR FRIENDS (WOODSTOCK): SECRET SHOPPER PROGRAM This item was deferred to the next meeting of Council.
May 15, 2007, Page 7 CORRESPONDENCE ITEM NO. 415 FROM GRAHAM HART, CHAIR, OXFORD STUDY AREA 1, ACCOMODATION REVIEW COMMITTEE (ARC), THAMES VALLEY DISTRICT SCHOOL BOARD RE: EAST OXFORD CENTRAL PUBLIC SCHOOL AND SWEABURG PUBLIC SCHOOL Resolution No. 23 RESOLVED that Councillor Jay Heaman be appointed as Council s representative on the Oxford Study Area 1 Accommodation Review Committee (ARC). BEACHVILLE MUSEUM REPAIRS TO STONEWORK Councillor David Mayberry reported that the Beachville Museum Board was obtaining quotes for repairs to the mortar and stonework of the Beachville Museum. FUNDING DISABILITY ACCESS RETRO-FITS Staff was directed to prepare a report on how disability access retro-fits at Township facilities such as the Mt. Elgin and Salford Community Halls were funded. FUNDING MUNICIPAL WATER HOOK-UPS AT TOWNSHIP PARKS Staff was directed to report as to how the municipal water hook-ups for Brownsville Hall and Park were funded (as possible precedent for funding this municipal water hook up for Sweaburg Park). LIGHTS AT BEACHVILLE TENNIS COURT Councillor Mitchell reported that the Beachville Recreation Committee was having the lights hooked up for the Beachville Tennis Court. DEPUTY CLERK-TREASURER S REPORT NO. D.C.T. 16-2007 SUBJECT: BROWNSVILLE HALL COUNCIL COMMITTEE REQUEST FOR ENGINEER Resolution No. 24 RESOLVED that the Deputy Clerk-Treasurer s Report No. D.C.T. 16-2007 be received. DEPUTY CLERK-TREASURER S REPORT NO. D.C.T. 17-2007 SUBJECT: BROWNSVILLE HALL COMMITTEE STATUS OF REPAIRS Resolution No. 25 RESOLVED that the Deputy Clerk-Treasurer s Report No. D.C.T. 17-2007 be CLOSED MEETING Resolution No. 26 Seconded by Ron Sackrider RESOLVED THAT Council hold a closed meeting in order to address a matter pertaining to: Labour relations or employee negotiations.
May 15, 2007, Page 8 Council went into Committee of the Whole in camera at 11:03 p.m. and reconvened in public at 11:24 p.m. Resolution No. 27 RESOLVED that a cost of living increase of 2% be applied to salary and wage rates for Township employees, effective January 1, 2007. CLERK-TREASURER ADMINISTRATOR S REPORT NO. C.T.A. 6-2007 Resolution No. 28 RESOLVED that the Clerk-Treasurer Administrator s Report No. C.T.A. 6-2007 be received. ADJOURNMENT Resolution No. 29 - RESOLVED that there being no further business Council adjourn at 11:27 p.m. to meet again on May 22, 2007 commencing 6:30 p.m. These minutes were adopted by Council on the 5 th day of June, 2007. MAYOR: James Hayes CLERK: Allen Forrester