Municipality of Strathroy-Caradoc

Regular Council Session

Minutes

Monday, October 16, 2023

6:00 P.m. - 7:00 P.m.

Hybrid Meeting (Virtual and In-Person)

Present:

• Mayor Colin Grantham
• Deputy Mayor Mike McGuire
• Councillor John Brennan
• Councillor Frank Kennes
• Councillor Steve Pelkman
• Councillor Donna Pammer
• Councillor Sandi Hipple
• Councillor Greg Willsie
• Councillor Brian Derbyshire

Also Present:

• Trisha McKibbin, Chief Administrative Officer
• Jennifer Pereira, Deputy Clerk/Lottery Licensing Officer (Acting Clerk)
• Brianna Hammer-Keidel, Deputy Clerk/Communications Co-ordinator (Recorder)
• Bill Dakin, Director of Financial Services/Treasurer
• Jennifer Huff, Director of Building and Planning
• Doug Payne, Director of Human Resources
• Jake Straus, Director of Engineering & Public Works

Others Present:

• Stephen Beasley, Deputy Chief of Fire, Prevention & Training

  Ron Madill

  Mark Peacock, Lower Thames Valley Conservation Authority

  Valerie Towsley, Lower Thames Valley Conservation Authority

  Ken Phillips, St. Clair Region Conservation Authority

  Eric Thielens, Agri-Urban Buildings Inc.

  Art Bos, Bos Engineering

  Mike DeVos, Spriet Associates

  Brian Fitzgerald

  Brad Morrison

  Michael Batata

  Rick McCracken

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1.

Roll Call

The Acting Clerk confirmed Council attendance.

2.

Call to Order/Approve Agenda

• Moved by Councillor Pelkman
  Seconded by Councillor Pammer

  THAT: the October 16, 2023 Regular Council Meeting Agenda be approved as amended.

  Carried

3.

Declaration of Pecuniary Interest

Deputy Mayor McGuire declared a conflict of interest regarding the Chief Administrative Officer's Report titled "61 Brennan Drive - Donation to Strathroy Middlesex General Hospital Foundation" as he sits on the Board of Directors of the Strathroy Middlesex General Hospital Foundation.

4.

Presentations/Delegations/Petitions

4.1

Resident Letter - Ron Madill

• Moved by Deputy Mayor McGuire
  Seconded by Councillor Hipple

  THAT: Council receive the presentation from resident Ron Madill for information.

  Carried

4.2

St. Clair Region Conservation Authority (SCRCA)

• Moved by Councillor Kennes
  Seconded by Councillor Willsie

  THAT: Council receive the presentation from Ken Phillips regarding a Categories of Programs and Services Agreement with the St. Clair Region Conservation Authority for information.

  Carried

4.3

Lower Thames Valley Conservation Authority (LTVCA)

• Moved by Councillor Hipple
  Seconded by Councillor Brennan

  THAT: Council receive the presentation from Mark Peacock regarding a Categories of Programs and Services Agreement with the Lower Thames Valley Conservation Authority for information.

  Carried

4.4

Agri-Urban Buildings Inc. - 540 Albert Street

• Moved by Councillor Brennan
  Seconded by Councillor Willsie

  THAT: Council receive the presentation from Eric Thielens regarding servicing for 540 Albert Street for information.

  Carried
• Moved by Councillor Willsie
  Seconded by Councillor Derbyshire

  THAT: Council direct staff to prepare a report regarding the implications of the proposal for a second sanitary service connection.

  Carried

5.

Approval of Minutes

5.1

Regular Council Meeting Minutes – October 03, 2023

• Moved by Councillor Kennes
  Seconded by Councillor Brennan

  THAT: the Regular Council Meeting Minutes of October 03, 2023 be approved as written.

  Carried

6.

Notice of Motion

6.1

Councillor Greg Willsie - New

THAT: Council direct staff to bring forward a report to Council on the current delegation of Council authority policy and practices, including the Delegation of Council Authority Policy and the Disposition of Land Policy, for Council's review and consideration.

6.2

Councillor Donna Pammer- New

THAT: Council be provided an update on the sale of the former Senior Centre 137 Frank Street including timeline, conditions of sale, and specifics on any outstanding items to complete the sale.

6.3

Councillor Brian Derbyshire - New

THAT: Council direct staff to bring forward a report comparing the charges for private drain connections set by other municipalities within a 150 km radius to ensure the Municipality of Strathroy-Caradoc is comparable to other progressive municipalities, and further;

THAT: the report include developer-driven projects and municipality-driven projects, and further;

THAT: the report be brought to the December 18, 2023 Council meeting for consideration.

6.4

Deputy Mayor Mike McGuire - New

THAT: the Fire Chief bring forward a report on Fire Station 2 and Fire Station 3, and further;

THAT: the report include the conditions of both structures with estimated repair costs (if any) with recommendations.

7.

Drainage Matters

Jake Straus, Director of Engineering & Public Works, and Mike DeVos, Spriet Associates Ltd., were present to speak to the drainage matters and answer questions from members of Council and the public.

7.1

Consideration of Drainage Report - Carruthers-Hetzel Drain 2023 – EPW-2023-57

7.1.1

An overview was given of the work required.

7.1.2

Questions from affected property owners.

David Kohlsmith requested that the most efficient way through his land be found to ensure the fewest number of trees are removed.

7.1.3

Request from those present to add or remove their name(s) from the petition.

None.

7.1.4

Comments or questions from Members of Council.

None.

7.1.5

Decision.

• Moved by Councillor Hipple
  Seconded by Deputy Mayor McGuire

  THAT: Council adopt the Engineer's Report for the Carruthers-Hetzel Drain 2023, and further;
  
  THAT: Provisional By-law No. 73-23 for the project be referred to the Consideration of By-laws section of the agenda for first and second reading.

  Carried

7.2

Consideration of Drainage Report - Boersma-Burwell Road Drain 2023 - EPW-2023-59

7.2.1

An overview was given of the work required.

7.2.2

Questions from affected property owners.

None.

7.2.3

Request from those present to add or remove their name(s) from the petition.

None.

7.2.4

Comments or questions from Members of Council.

None.

7.2.5

Decision.

• Moved by Councillor Kennes
  Seconded by Councillor Pelkman

  THAT: Council adopt the Engineer's Report for the Boersma-Burwell Road Drain 2023, and further;
  
  THAT: Provisional By-law No. 75-23 for the project be referred to the Consideration of By-laws section of the agenda for first and second reading.

  Carried

7.3

Court of Revision - Funk South Drain 2023 - EPW 2023-56

7.3.1

Resolution to Open Court of Revision.

• Moved by Councillor Brennan
  Seconded by Councillor Pelkman

  THAT: the Court of Revision to consider Funk South Drain 2023 be hereby opened.

  Carried

7.3.2

Appeals (if any) for Funk South Drain 2023.

None.

7.3.3

Questions from Members.

None.

7.3.4

Decision.

• Moved by Deputy Mayor McGuire
  Seconded by Councillor Pelkman

  THAT: Provisional By-law No. 56-23 regarding Funk South Drain 2023 be referred to the Consideration of By-laws section of the agenda for third and final reading.

  Carried

7.3.5

Resolution to Close Court of Revision.

• Moved by Deputy Mayor McGuire
  Seconded by Councillor Pelkman

  THAT: the Court of Revision to consider the Funk South Drain 2023 be hereby closed.

  Carried

8.

Communications

• Moved by Councillor Kennes
  Seconded by Deputy Mayor McGuire

  THAT: Council receive communication items 8.1 - 8.10 for information.

  Carried

8.1

Melbourne Sports and Recreation Association - Activity Update

8.2

Signum Wireless - Telecommunications Tower Proposal for 10 Carroll St. W.

8.3

St. Clair Region Conservation Authority - Board of Directors Meeting Highlights - September 14, 2023

8.4

Bluewater Recycling Association - Board of Directors Meeting Highlights - September 21, 2023

8.5

Middlesex-London Health Unit - Monthly Board of Health Update - September 2023

8.6

City of Hamilton - Resolution in Support of Basic Income

8.7

Town of Aurora - Resolution Regarding Gender-Based and Intimate Partner Violence

8.8

Town of Aurora - Resolution Opposing Strong Mayor Powers

8.9

Township of West Lincoln - Resolution Re: Challenges Faced by Smaller Developers in Ontario Communities

8.10

Municipality of Bluewater - Correspondence re: Childcare Availability in Ontario

8.11

Caradoc Housing Corporation Board of Directors - Recommendations from Special Meeting of October 13, 2023

The following recommendations were moved and seconded for consideration and following a period of discussion amendments were made prior to the final vote taking place.

Moved: Councillor Kennes

Seconded: Deputy Mayor McGuire

THAT: Council approve the recommendation from the Caradoc Housing Corporation Board of Directors that the Municipality pay vendors of the Affordable Housing project through their recoverable account in order for the Housing Corporation to avoid interest payment to those vendors, and further;

THAT: Council approve the recommendation from the Caradoc Housing Corporation Board of Directors that the Housing Corporation direct all grants, mortgage draw payments, and all other funds received by the Housing Corporation in relation to the Affordable Housing project to the Municipal recoverable account.

Moved: Councillor Pammer

Seconded: Deputy Mayor McGuire

THAT: Council approve the recommendation from the Caradoc Housing Corporation that an independent financial audit and an independent project management audit be undertaken on the current Caradoc Housing Corporation affordable housing project.

• Moved by Councillor Willsie
  Seconded by Deputy Mayor McGuire

  THAT: the recommendation be amended to reflect a fixed $2 million loan to the Caradoc Housing Corporation instead of connecting it to the revolving account.

  Carried
• Moved by Councillor Kennes
  Seconded by Deputy Mayor McGuire

  THAT: Council approve the recommendation from the Caradoc Housing Corporation Board of Directors, as amended, that the Municipality pay vendors of the Affordable Housing project through a fixed $2 million loan in order for the Housing Corporation to avoid interest payment to those vendors, and further;

  THAT: Council approve the recommendation from the Caradoc Housing Corporation Board of Directors that the Housing Corporation direct all grants, mortgage draw payments, and all other funds received by the Housing Corporation in relation to the Affordable Housing project to the Municipal recoverable account. 

  Carried
• Moved by Deputy Mayor McGuire
  Seconded by Councillor Hipple

  THAT: The current wording of the recommendation after the words "management audit" be amended to: "including but not limited to the initialization, development, and management of the Caradoc Housing Corporation affordable housing project."

  Carried
• Moved by Councillor Pammer
  Seconded by Deputy Mayor McGuire

  THAT: Council approve the recommendation from the Caradoc Housing Corporation, as amended, that Council undertake an independent financial audit and an independent project management audit, including but not limited to the initialization, development, and management of the Caradoc Housing Corporation affordable housing project.

  Carried

9.

Reports from Departments

9.1

Financial Services 

Bill Dakin, Director of Financial Services & IT/Treasurer, presented the reports and responded to inquiries from members.

9.1.1

2023 Q3 Financial Update - FIN-2023-40

• Moved by Councillor Kennes
  Seconded by Deputy Mayor McGuire

  THAT: Council receive Q3 Financial Update Report FIN-2023-40 for information.

  Carried

9.1.2

2022 Board and Council Remuneration and Expense Report - FIN-2023-41

• Moved by Councillor Brennan
  Seconded by Councillor Pammer

  THAT: Council receive Finance Report 2023-41 2022 Board and Council Remuneration and Expense Report for information.

  Carried

9.2

Engineering and Public Works 

Jake Straus, Director of Engineering & Public Works, presented the reports and responded to inquiries from members.

9.2.1

Mt. Brydges Wastewater Treatment Facility Update - EPW-2023-52

The following motion was moved and seconded for consideration and following a period of discussion an amendment was made prior to the final vote taking place.

Moved: Deputy Mayor McGuire

Seconded: Councillor Hipple

THAT: Council receive report EPW-2023-52 Mt. Brydges Wastewater Treatment Facility Update for information.

• Moved by Councillor Derbyshire
  Seconded by Councillor Willsie

  THAT: The recommendation that Council receive Report EPW-2023-52 “Mt. Brydges Wastewater Treatment Facility Update” for information be amended to reflect a further request that staff prepare a report regarding the feasibility of insulating or heating the tanks and the Wastewater Treatment building.

  Carried
• Moved by Deputy Mayor McGuire
  Seconded by Councillor Hipple

  THAT: Council receive Report EPW-2023-52 Mt. Brydges Wastewater Treatment Facility Update for information; and further,

  THAT: Council direct staff to prepare a report regarding the feasibility of insulating or heating the tanks and the Wastewater Treatment building.

  Carried

9.2.2

Public Works Department Paint Machine - EPW-2023-60

• Moved by Councillor Kennes
  Seconded by Councillor Brennan

  THAT: Council receive Report EPW-2023-60 Public Works Department Paint Machine for information, and further;
  
  THAT: Council approve the purchase of a Graco Paint Machine from Airless Repair Guy in the amount of $28,055 plus HST.

  Carried

9.3

Chief Administrative Officer 

Trisha McKibbin, Chief Administrative Officer, presented the report and responded to inquiries from members.

9.3.1

61 Brennan Drive – Donation to Strathroy Middlesex General Hospital Foundation - CAO-2023-09

Deputy Mayor McGuire referenced his declared conflict of interest and vacated his seat while the report was discussed and voted upon.

• Moved by Councillor Pammer
  Seconded by Councillor Kennes

  THAT: Council receive Report CAO-2023-09 61 Brennan Drive – Donation to Strathroy Middlesex General Hospital Foundation for information.

  Carried
• Moved by Councillor Brennan
  Seconded by Councillor Kennes

  THAT: Council direct the Mayor and CAO to execute on behalf of the Municipality, all documentation required to complete said donation, and further;
  
  THAT: By-law No. 77-23, being a by-law to authorize the donation of land to the Strathroy Middlesex General Hospital Foundation, be referred to the Consideration of Bylaws Section of the Agenda for approval.

  Carried

10.

Reports from Boards and Committees

• Moved by Councillor Hipple
  Seconded by Councillor Pammer

  THAT: the reports from boards and committees be received for information.

  Carried

10.1

Tri Township Arena Meeting Minutes - August 10, 2023

10.2

Committee of Adjustment Meeting Minutes - September 7, 2023

11.

County Council Report

11.1

County Council Highlights - September 26, 2023

12.

Enquiries or Comments by Members

Councillor Kennes highlighted the Wright Family Foundation's upcoming "Empty Bowls" fundraiser with proceeds going to CMHA programs. The Foundation is also undertaking a strategic planning exercise.

Councillor Willsie noted he was invited to participate in the Middlesex County Plowing Match and earned the highest score, meaning the trophy has returned to Strathroy-Caradoc for the coming year.

Councillor Derbyshire thanked residents for tuning in.

Councillor Brennan noted that residents can bring leaves to local Transfer Stations free of charge, and requested that residents using leaf blowers please bag leaves rather than blowing them into the street.

Councillor Pelkman supported the request, noting that clogged catchbasins can lead to flooding. The Councillor referenced the Deputy Mayor's earlier County Council update regarding an MLHU surplus and inquired if the funding could be put toward TB testing at the Strathroy branch. The Deputy Mayor noted that while there is currently a surplus, the MLHU is anticipating a future deficit that will lead to tough choices regarding programs.

Councillor Hipple further supported the request that leaves be brought to local transfer stations instead of left in bags down side roads. The Councillor highlighted recent graduations and noted the great young leaders in the Municipality with great futures ahead of them.

Councillor Pammer thanked the Conservation Authority representatives for attending the meeting, noting that they are important to the community and act as great stewards of land.

Deputy Mayor McGuire noted concerns following a recent ladies' baseball tournament on September 19 and the limited washroom facilities on-site that day. A staff report was requested. The Deputy Mayor also inquired about a status update regarding the municipally-owned building at the intersection of Frank and Metcalfe streets. The Chief Administrative Officer confirmed a staff report would be forthcoming.

Mayor Grantham has been inspired by local youth at recent graduation ceremonies he has attended.

• Moved by Deputy Mayor McGuire
  Seconded by Councillor Pammer

  THAT: Staff prepare a report regarding the Ladies' Ball Tournament at West Middlesex Memorial Centre on or about the 19th day of September regarding available washroom facilities and future mitigation strategies.

  Carried

13.

Schedule of Meetings

• Finance Committee - Monday, October 23, 2023 @ 5:00 p.m.
• Regular Council - Monday, November 6, 2023 @ 6:00 p.m.
• Regular Council - Monday, November 20, 2023 @ 6:00 p.m.
• Regular Council - Monday, December 4, 2023 @ 6:00 p.m.

14.

In Camera

• Moved by Councillor Kennes
  Seconded by Councillor Pammer

  THAT:  Council move into closed session at 8:21 p.m. for the purpose of discussing the following:

  • One item in accordance with Council's Procedure By-law (to approve In-Camera Meeting Minutes); and
  • Two items pursuant to Section 239(2)(e) of the Municipal Act, 2001, as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Legal Matters).
  Carried

15.

Open Session Resume

• Moved by Councillor Kennes
  Seconded by Councillor Pelkman

  THAT: Closed Session adjourn at 9:48 p.m. and Open Session resume.

  Carried

16.

Report on Closed Session

Mayor Grantham reported that Council discussed in Closed Session one item in accordance with Council's Procedure By-law (to approve In-Camera Meeting Minutes); and two items pursuant to Section 239(2)(e) of the Municipal Act, 2001, as amended, regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Legal Matters).

• Moved by Councillor Kennes
  Seconded by Councillor Hipple

  THAT: the direction given in Closed Session be approved.

  Carried

17.

Consideration of By-laws

17.1

By-law No. 56-23 - Funk South Drain 2023

• Moved by Councillor Pelkman
  Seconded by Councillor Pammer

  THAT: By-law No. 56-23 receive third and final reading.

  Carried

17.2

By-law No. 73-23 - Carruthers-Hetzel Drain 2023

• Moved by Councillor Kennes
  Seconded by Councillor Hipple

  THAT: By-law No. 73-23 receive first and second reading only.

  Carried

17.3

By-law No. 75-23 - Boersma-Burwell Road Drain 2023

• Moved by Deputy Mayor McGuire
  Seconded by Councillor Pelkman

  THAT: By-law No. 75-23 receive first and second reading only.

  Carried

17.4

By-law No. 77-23 - Donation of Land to the Strathroy-Middlesex General Hospital Foundation

Deputy Mayor McGuire referenced his declared conflict of interest and vacated his seat while the related by-law was voted upon.

• Moved by Councillor Pelkman
  Seconded by Councillor Hipple

  THAT: By-law No. 77-23 receive first, second, and third and final reading.

  Carried

17.5

By-law No. 78-23 - Confirming By-law for Proceedings of October 16, 2023

• Moved by Councillor Kennes
  Seconded by Councillor Hipple

  THAT: By-law 78-23 receive first, second and third and final reading.

  Carried

18.

Adjournment

• Moved by Councillor Pelkman
  Seconded by Deputy Mayor McGuire

  THAT: the October 16, 2023 Regular Council Meeting adjourn at 9:51 p.m.

  Carried