TOWNSHIP OF SOUTH-WEST OXFORD COUNCIL MEETING MINUTES. June 17, 2014

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1 TOWNSHIP OF SOUTH-WEST OXFORD COUNCIL MEETING MINUTES June 17, 2014 MEMBERS PRESENT: Mayor: David Mayberry Councillors: D. Anne Vanhoucke, Ron Sackrider, Jim Pickard, George Way, Gerry Mitchell, George Klosler MEMBERS ABSENT: STAFF PRESENT: None Mary Ellen Greb, CAO/Clerk Dianne Gould-Brown, Deputy Clerk (Left at 8:10 p.m.) MEETING CALLED TO ORDER AND QUORUM The meeting was called to order at 7:00 p.m. by Mayor David Mayberry and a quorum was present. APPROVAL OF AGENDA Resolution No. 1 Moved by George Klosler RESOLVED that the regular meeting agenda for the June 17, 2014 meeting of council be approved. DECLARATION OF PECUNIARY INTEREST There were no declarations. APPROVAL OF MINUTES Resolution No. 2 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that the regular minutes of the June 3, 2014 Council Meeting be approved. ADDITIONS TO THE AGENDA Parking issue on Church Street in Beachville Loss of butterfly habitat cutting of weeds/wildflowers in ditches APPOINTMENT TO COURT OF REVISION Van Manen Drain Resolution No. 3 Moved by George Way Seconded by George Klosler

2 Regular Council Minutes June 17, 2014 / Page 2 RESOLVED that the following Town of Ingersoll representative be appointed as a member of the Court of Revision for the Van Manen Drain 2014: Ted Comiskey (Mayor) BUSINESS ARISING FROM THE MINUTES Carmeuse Tour has been re-scheduled for Wednesday, June 25, CAO Greb noted the Burning By-Law will be brought back to the August 2014 Council meeting for further discussion. COURT OF REVISION Foster Drain 2014 Resolution No. 4 Moved by Jim Pickard Seconded by Gerry Mitchell RESOLVED that Council adjourn at 7:06 p.m. in order that a meeting of the Court of Revision for Foster Drain 2014 may be held. The Council meeting reconvened at 7:09 p.m. COURT OF REVISION Smith Drain 2014 Resolution No. 5 Moved by D. Anne Vanhoucke RESOLVED that Council adjourn at 7:09 p.m. in order that a meeting of the Court of Revision for Smith Drain 2014 may be held. The Council meeting reconvened at 7:11 p.m. COURT OF REVISION Van Manen Drain 2014 Resolution No. 6 Moved by George Way Seconded by George Klosler RESOLVED that Council adjourn at 7:11 p.m. in order that a meeting of the Court of Revision for Van Manen Drain 2014 may be held. The Council Meeting reconvened at 7:13 p.m.

3 Regular Council Minutes June 17, 2014 / Page 3 STAFF REPORTS Building Department Report B.D CBO Dwayne Daniel provided Council the May 2014 building permit statistics. Description May 2014 Year-to-Date 2014 Permits Issued Construction Value $2,861,800 $4,845,800 Permit fees collected $20,462 $38,609 Resolution No. 7 Moved by Gerry Mitchell Seconded by D. Anne Vanhoucke RESOLVED that Council receive Report No. B.D as information. DISCUSSION ITEMS: Parking on Church Street (Beachville) Mayor Mayberry received an from a resident in Beachville regarding parking on Church Street. CAO Greb noted that a complaint had been received by B.E.O. Mathew Paul regarding the matter and the Township was considering erecting No Parking signage along the boulevard on Church Street to make people aware of the by-law. Loss of Butterfly Habitat Mayor Mayberry received a phone call from a Beachville resident concerned about the current cutting of wildflowers/weeds in the ditches as she was concerned butterflies are losing their habitant. CAO Greb noted that Work s Superintendent Bill Freeman will contact the resident to discuss her concerns. County Development Charges Mayor Mayberry noted that the County will be passing the Development Charges by-law at the next County Council meeting. The Mayor will provide Council and Staff with a report at the July council meeting. DELEGATION #91 Salford Community Centre Request for Support Regarding a Playground Project in Salford Salford Hall Board President Charlotte Cuthbert and Vice President Kathy Geltink were present requesting support from the Township to: Apply for a Trillium grant for $30, to be used for additional accessible playground equipment (before the end of 2014); Commit $5, in 2015 toward the project The Committee estimated the project cost at $40, with $5, to come from local fundraising. The group has already raised $4,

4 Regular Council Minutes June 17, 2014 / Page 4 Council advised the committee to solidify the actual cost of the equipment and installation to ensure that the Trillium grant application is sufficient. Charlotte requested Township staff to produce a map confirming the location of the weeping bed on the property. C.AO. Greb will forward the request to C.B.O. Dwayne Daniel. Resolution No. 8 Moved by George Klosler RESOLVED that the Council of South-West Oxford support the submission of a Trillium Grant application for Salford Community Hall for playground development. #92 Gregory F. Stewart (Donnelly Murphy Lawyers) Investigation Report Relating to Township Closed Meeting Process The report was sent to the Township in response to two anonymous notes requesting that Closed Meeting Investigator Gregory Stewart be asked to review the Closed Meetings held on 2013 and 2014 to ensure that the proper processes were followed. CAO Greb noted that while the anonymous requests did not meet with the criteria required for an investigation, it created an opportunity to have an independent review completed to ensure that the Township was following the rules without going through a formal request process. The report s recommendations will ensure that the transparency and accountability requirements are upheld. Resolution No. 9 Moved by Gerry Mitchell RESOLVED that the Township accept the recommendations from correspondence Item #92. #93 Township of Malahide Ontario Energy Board Resolution Support is requested from other municipalities to send a letter of comment to the Ontario Energy Board not to grant permission to NRG to recover penalty costs from its consumers. Resolution No. 10 Moved by George Klosler RESOLVED that the Council of the Township of South-West Oxford note and file Correspondence Item #93. ACCOUNTS PAYABLE June 17, 2014 Resolution No. 11 Moved by George Klosler

5 Seconded by Gerry Mitchell Regular Council Minutes June 17, 2014 / Page 5 RESOLVED that the following Accounts be approved for payment: Accounts Payable-June 3-June 17, 2014 $1,946, HST Recoverable $7, Bi-Weekly Payroll # $34, Council Remuneration for May, 2014 $5, TOTAL $1,993, INFORMATION CORRESPONDENCE ITEMS #94 Tommy Williams Park Grand Opening The grand opening of the new park will take place on Sunday, June 22, 2014 in Sweaburg. Festivities commence at 11:30 a.m. with the official opening taking place at 1:00 p.m. The Committee will be taking donations to purchase a gazebo for the property. BY-LAWS AND AGREEMENTS By-Law No Foster Drain 2014 Resolution No. 12 Moved by George Klosler RESOLVED that the By-Law to provide for drainage works (Foster Drain 2014) be now read a third time and finally signed, sealed and numbered By-Law No Smith Drain 2014 Resolution No. 13 Moved by D. Anne Vanhoucke RESOLVED that the By-Law to provide for drainage works (Smith Drain 2014) be now read a third time and finally signed, sealed and numbered By-Law No Van Manen Drain 2014 Resolution No. 14 Moved by D. Anne Vanhoucke Seconded by Gerry Mitchell RESOLVED that the By-Law to provide for drainage works (Van Manen Drain 2014) be now read a third time and finally signed, sealed and numbered

6 Regular Council Minutes June 17, 2014 / Page 6 COMMITTEES Councillor Jim Pickard noted that the next Energy Conservation Meeting will be held on June 24, 2014 at 4:30 p.m. after the Visioning Meeting. Special Council Meeting - Visioning Session Scheduled for Tuesday, June 24 th, 2014 at 1:00 p.m. CAO Greb provided council with a draft agenda for the Special Council meeting and requested input on content prior to it being finalized. Council requested that budgeting be added as a standing item on the visioning agenda. CLOSED SESSION Council held a closed session to discuss: 1. Update on Personnel Matters (follow-up from Barry Brown of Hicks Morley) 2. Staff Performance Evaluation Discussion 3. Closed minutes of May 20, 2014 Resolution No. 15 Moved by D. Anne Vanhoucke Seconded by George Way 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 8:18 p.m. and reconvened in public at 9:14 p.m. CONFIRMATORY BY-LAW By-Law No A by-law to confirm the proceedings of the Council of South-West Oxford. First and Second Reading Resolution No. 16 Moved by George Klosler Seconded by George Way RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the Council of the South-West Oxford at the regular Council meeting held on June 17, 2014 and this shall constitute the first and second reading thereof. (By-Law No ) Resolution No. 17 Moved by Gerald Mitchell

7 Regular Council Minutes June 17, 2014 / Page 7 RESOLVED that the By-Law to confirm the proceedings of the Council of the Township of South-West Oxford at the regular Council meeting held on June 17, 2014 be now read a third time and finally passed, signed, sealed and numbered ADJOURNMENT Resolution No. 18 Moved by Gerald Mitchell RESOLVED that there being no further business Council adjourns at 9:16 p.m. to meet again on June 24, 2014 at 1:00 p.m. These minutes were adopted by Council on the 15 th day of July, MAYOR: David Mayberry CLERK: Mary Ellen Greb