Municipality of Strathroy-Caradoc

Regular Council Session

Minutes

-
Hybrid Meeting (Virtual and In-Person)
Present:
  • Mayor Colin Grantham
  • Deputy Mayor Mike McGuire
  • Councillor John Brennan
  • Councillor Brian Derbyshire
  • Councillor Sandi Hipple
  • Councillor Frank Kennes
  • Councillor Donna Pammer
  • Councillor Steve Pelkman
  • Councillor Greg Willsie
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
  • Rob Lilbourne, Director of Community Services
  • Jennifer Huff, Director of Building and Planning
  • Jake Straus, Director of Engineering & Public Works
Others Present:

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

    Chief Joe Miskokomon, Chippewas of the Thames First Nation

    Kodi Chrisjohn-Deleary, Chippewas of the Thames First Nation

    Keith Sandor, Nexus Renewables

    Rick McCracken, Brenair Farms Inc.

    Brad Morrison

    Darryl Boersma, Tulip Acres Inc.

1.
Roll Call

 

The Acting Clerk confirmed Council attendance.

2.
Call to Order/Approve Agenda

 
  • Moved byCouncillor Kennes
    Seconded byDeputy Mayor McGuire

    THAT: the November 20, 2023 Regular Council Meeting Agenda be approved as circulated.

    Carried

3.
Declaration of Pecuniary Interest

 

None.

4.
Presentations/Delegations/Petitions

 

4.1
Chippewas of the Thames First Nation

This item has attachments. 
1.Letter of Support - Chippewas of the Thames First Nation.pdf

Chief Joe Miskokomon, Chippewas of the Thames First Nation, was present to speak to the desire to develop First Nation-led solutions to the federal Additions to Reserve policy.

  • Moved byCouncillor Brennan
    Seconded byCouncillor Derbyshire

    THAT: the presentation from Chippewas of the Thames First Nation be received for information.

    Carried
  • Moved byDeputy Mayor McGuire
    Seconded byCouncillor Kennes

    THAT: further consideration of the request be deferred until such a time that a staff report with additional information return to Council.

    Carried

4.2
Nexus Renewables

This item has attachments. 
1.20231114 - Nexus Strathroy BESS Project.pdf
2.LT1PF-MS200-Evidence-of-Municipal-Support - Strathroy vf.pdf

Keith Sandor, Nexus Renewables, was present to request municipal support for the re-powerment of an energy storage facility located at 131 English Street, Strathroy.

An initial motion was moved and seconded:

Moved: Deputy Mayor McGuire
Seconded: Councillor Kennes

THAT: the Municipality support the Strathroy BESS Project proposed for 131 English Street, and further;

THAT: the Municipality complete the Prescribed Form.

After further discussion an amended resolution was adopted by Members.

  • Moved byCouncillor Kennes
    Seconded byCouncillor Pelkman

    THAT: the presentation from Nexus Renewables be received for information.

    Carried
  • Moved byCouncillor Derbyshire
    Seconded byCouncillor Hipple

    THAT: the motion be amended to defer further consideration of the request until the next meeting to receive additional information regarding financial benefit to the Municipality.

    Carried

5.
Approval of Minutes

 

5.1
Regular Council Meeting Minutes – November 6, 2023

This item has attachments. 
1.Post-Meeting Minutes - CM_Nov06_2023 - English.pdf
  • Moved byCouncillor Kennes
    Seconded byCouncillor Pelkman

    THAT: the Regular Council Meeting minutes of November 6, 2023 be approved as written.

    Carried

6.
Notice of Motion

 

6.1
Deputy Mayor Mike McGuire - To Be Voted On

 

After a brief discussion, minor friendly amendments were made to the original Notice of Motion that was circulated by the Deputy Mayor and the motions were finalized as follows.

  • Moved byCouncillor Kennes
    Seconded byCouncillor Hipple

    THAT: Council authorize staff and the Mayor to take all steps necessary to establish The Strathroy-Caradoc Fire Services Advisory Board.

    Carried
  • Moved byCouncillor Pelkman
    Seconded byDeputy Mayor McGuire

    THAT: Council authorize the Strathroy-Caradoc Fire Services Advisory Board to consist of three members appointed from Council, and two citizen members appointed from the Municipality of Strathroy-Caradoc representing one from Ward 1 and one from Ward 2; and further,

    THAT: Council authorize a Terms of Reference for the Strathroy-Caradoc Fire Services Advisory Board, to be approved by Council prior to the establishment of the Board, which may include, but is not limited to, the following:

    1. The Strathroy-Caradoc Fire Services Advisory Board is an advisory board to the Chief of the Strathroy-Caradoc Fire Service and holds no authority over the Chief in operations or administration.
    2. The Chief shall continue to report directly to Council.
    3. The Strathroy-Caradoc Fire Services Advisory Board shall meet a minimum of 10 times per calendar year.
    4. Minutes of the Board meetings shall be presented to Council per established policy of the Municipality.
    5. The Strathroy-Caradoc Fire Services Advisory Board sits at the discretion of the Council and may be terminated at any time by resolution of Council.
    6. The term for Board members shall be consistent with the term of Council.
    7. A chair of the Board shall be elected by the Board members at their initial meeting in each term.
    8. The mission of the Strathroy-Caradoc Fire Services Advisory Board is to provide community input to the Fire Chief for consideration during the development Fire services.
    Carried

7.
Drainage Matters - Court of Revision

 

7.1
Resolution to Open Court of Revision

 
  • Moved byDeputy Mayor McGuire
    Seconded byCouncillor Willsie

    THAT: the Court of Revision to consider Boersma-Burwell Road Drain 2023 and Carruthers-Hetzel Drain 2023 be hereby opened.

    Carried

7.2
Boersma-Burwell Road Drain 2023 - EPW-2023-63

This item has attachments. 
1.Staff Report - Boersma-Burwell Road Drain 2023 Court of Revision.pdf
2.Engineer's Report - Boersma - Burwell Road Drain 2023.pdf
3.Provisional By-Law 75-23 - Boersma Burwell Road Drain 2023.pdf

7.2.1
Appeals (if any) for Boersma-Burwell Road Drain 2023.

 

None.

7.2.2
Questions from Members.

 

None.

7.2.3
Decision

 
  • Moved byCouncillor Hipple
    Seconded byCouncillor Derbyshire

    THAT: Subject to any appeals, provisional By-law No. 75-23 be referred to the Consideration of By-laws section of the agenda for third and final reading.

    Carried

7.3
Carruthers-Hetzel Drain 2023 - EPW-2023-65

This item has attachments. 
1.Staff Report - Carruthers-Hetzel Drain 2023 Court of Revision.pdf
2.Engineer's Report - Carruthers-Hetzel Drain 2023.pdf
3.Provisional By-Law 73-23 - Hetzel Drain 2023.pdf

7.3.1
Appeals (if any) for Carruthers-Hetzel Drain 2023

 

None.

7.3.2
Questions from Members

 

None.

7.3.3
Decision

 
  • Moved byCouncillor Kennes
    Seconded byCouncillor Derbyshire

    THAT: Subject to any appeals, provisional By-law No. 73-23 be referred to the Consideration of By-laws section of the agenda for third and final reading.

    Carried

7.4
Resolution to Close Court of Revision

 
  • Moved byCouncillor Willsie
    Seconded byDeputy Mayor McGuire

    THAT: the Court of Revision to consider Boersma-Burwell Road Drain 2023 and Carruthers-Hetzel Drain be hereby closed.

    Carried

8.
Communications

 
  • Moved byCouncillor Kennes
    Seconded byCouncillor Willsie

    THAT: Council receive the communication items for information.

    Carried

9.
Reports from Departments

 

9.1
Financial Services 

 

The Director of Financial Services & IT/Treasurer was present to speak to the reports and answer inquiries from Members.

9.1.1
Section 357 Application-21890 Muncey Rd. - FIN-2023-46

This item has attachments. 
1.Staff Report - Section 357 - 014 010 18500 - 21890 MUNCEY RD.pdf
  • Moved byCouncillor Kennes
    Seconded byCouncillor Derbyshire

    THAT: report FIN-2023-46 be received for information, and further;

    THAT: Council approve the application regarding 21890 Muncey Road for processing.

    Carried

9.1.2
Loan Application to Infrastructure Ontario - Fire Apparatus – Pumper - Tanker - FIN-2023-47

This item has attachments. 
1.Staff Report - Loan Application to Infrastructure Ontario - Fire Apparatus – Pumper-Tanker Replacement.pdf
2.LoanApplication868 (1).pdf
3.Rate sheet.pdf
4.PaymentSchedule_MOSC_20231109011846.pdf
5.Multi-Year Borrowing - Single Tier Borrowing By-Law Strathroy-Caradoc.pdf

An initial motion was moved and seconded:

Moved: Councillor Pelkman
Seconded: Councillor Kennes

THAT: Council adopts the by-law to authorize borrowing for the purchase of the Fire Apparatus – Pumper-Tanker, and further;

THAT: By-law 95-23 be referred to the Consideration of By-laws for approval.

After a brief discussion an amended resolution was adopted by Members.

  • Moved byCouncillor Pelkman
    Seconded byCouncillor Derbyshire

    THAT: further consideration be deferred pending a recommendation regarding the idea of repaying the reserve through a payment plan, and further;

    THAT: the multi-year borrowing discussion be postponed to budget meetings.

    Carried

9.1.3
Updated Purchasing Policy - FIN-2023-48

This item has attachments. 
1.Staff Report - Updated Purchasing Policy.pdf
2.11-12-23Updated Procurment policy.pdf

An initial motion was moved and seconded:

Moved: Councillor Kennes
Seconded: Councillor Pelkman

THAT: Council adopts the updated Purchasing Policy, and further;

THAT: the enacting by-law be referred to the December 4, 2023 Council meeting for approval.

After further discussion, an amended resolution was adopted by Members.

  • Moved byCouncillor Brennan
    Seconded byCouncillor Pelkman

    THAT: Council receives report FIN 2023-48 - Updated Purchasing Policy for information.

    Carried
  • Moved byCouncillor Willsie
    Seconded byCouncillor Derbyshire

    THAT: further discussion of the draft purchasing policy be deferred to a Special Meeting of Council to permit time for an in-depth review.

    Carried

9.2
Building and Planning

 

The Director of Building and Planning was present to speak to the reports and answer inquiries from Members.

9.2.1
Condominium Agreement – 430 Head St North – 39T-SC-CDM-2001 - BBP-2023-133

This item has attachments. 
1.Staff Report - Subdivision Agreement - 430 Head St Condominium.pdf
2.430 Head St Subdivision Agreement_Final_Nov 10 2023 - for Municipality signing_Redacted.pdf
  • Moved byDeputy Mayor McGuire
    Seconded byCouncillor Kennes

    THAT: Council receive report BBP-2023-133 for information.

    Carried
  • Moved byCouncillor Pelkman
    Seconded byCouncillor Kennes

    THAT: Council enter into a condominium agreement with Mitre Corporation regarding a 21 unit condominium agreement at 430 Head St North, Strathroy, and further;

    THAT: By-law 90-23 which authorizes the Municipality to enter into a condominium agreement with Mitre Corporation be referred to the Consideration of By-laws section of the agenda for approval.

    Carried

9.2.2
Application for Part Lot Control Exemption – Parts 1 to 10 33R-21124, Strathroy  - BBP-2023-135

This item has attachments. 
1.Staff Report - PLC 2-2023 Haddon Lane Planning Evaluation Report .pdf
2.PLC 2-2023 Haddon Lane 33R-21124.pdf

Submitted by: Strathroy-Caradoc, on Behalf in Part by 2518153 ONTARIO INC.

The Director noted that the recommendation in the staff report referenced Parts 5-10 when it is actually Parts 1-10. This clerical error will be updated.

Deputy Mayor McGuire declared indirect pecuniary interest in regards to the application as he is a member of the Strathroy Middlesex General Hospital Foundation Board of Directors, and removed himself from discussion regarding the decision to approve.

  • Moved byDeputy Mayor McGuire
    Seconded byCouncillor Pelkman

    THAT: Report BBP-2023-135 regarding PLC 2-2023 be received by Council for information.

    Carried
  • Moved byCouncillor Kennes
    Seconded byCouncillor Hipple

    THAT: Council pass By-law No. 93-23 regarding Part Lot Control Exemption with respect to the subject lands Parts 1 to 10 33R-21124, Strathroy, as generally illustrated in Attachment 2, and to expire two (2) years following passing by Council, and further;

    THAT: the By-law be forwarded to the County of Middlesex for approval.

    Carried

9.3
Community Services

 

The Director of Community Services was present to speak to the reports and answer inquiries from Members.

9.3.1
Indoor Air Quality Report – Strathroy-Caradoc Fire Stations - CS-2023-31

This item has attachments. 
1.Staff report - Indoor Air Quality Report - Strathroy-Caradoc Fire Stations.pdf
2.LON-23011333-A0 - Strathroy-Caradoc Fire Stations VOC Air Sampling Report - FINAL - Version 2.0 - Nov 10 23.pdf
  • Moved byCouncillor Willsie
    Seconded byCouncillor Pammer

    THAT: Council receive report CS-2023-31 titled Indoor Air Quality (IAQ) Report – Strathroy-Caradoc Fire Stations for information, and further;

    THAT: staff prepare a future report in regards to the recommendation chart found on page 5 of the report.

    Carried

9.3.2
Tri Township Arena Request for Alteration to the Municipal Alcohol Policy - CS-2023-33

This item has attachments. 
1.Staff Report - Requests for Alteration to the Municipal Alcohol Policy.pdf
2.MAP Revised November 2023 redline .pdf
3.MAP Revised November 2023 .pdf
4.TTA MAP Request.pdf
5.Email HTF - Request to modify MAP.pdf
  • Moved byCouncillor Brennan
    Seconded byDeputy Mayor McGuire

    THAT: Council receive report CS-2023-33 for information.

    Carried
  • Moved byCouncillor Hipple
    Seconded byCouncillor Kennes

    THAT: Council approves the amended Municipal Alcohol Policy (MAP) as requested by the Tri-Township Arena (TTA) Board and the Hometown Festival, and further;

    THAT: By-law 97-23 be referred to the Consideration of By-laws for approval.

    Carried

9.4
Engineering and Public Works 

 

The Director of Engineering and Public Works was present to speak to the reports and answer inquiries from Members.

9.4.1
2024 Water and Wastewater Rates - EPW-2023-55

This item has attachments. 
1.Staff Report - 2024 Water and Wastewater Rates Report.pdf
2.2024 Schedule A through F attachment 1.pdf
3.Long Range Financial Plan - BMA Nov 2019.pdf
  • Moved byCouncillor Brennan
    Seconded byCouncillor Pelkman

    THAT: Council receive Report EPW 2023-55 regarding the 2024 Water and Wastewater Rates.

    Carried
  • Moved byCouncillor Willsie
    Seconded byCouncillor Derbyshire

    THAT: the Water and Waste Water Rates be sent back to the Department of Engineering for review, taking into account increased costs of capital in line with inflation and increasing Lake Huron water rates.

    Loss
  • Moved byDeputy Mayor McGuire
    Seconded byCouncillor Pammer

    THAT: Council approve updates to fees and charges in schedules A through F for the 2024 Water and Wastewater rates effective February 1, 2024, and further;

    THAT: Bylaw 74-23 be referred to the Consideration of By-laws for approval.

    Carried

9.4.2
Mt. Brydges WWTF Insulation - EPW-2023-61

This item has attachments. 
1.Staff Report - Mt Brydges WWTF Insulation.pdf

Following voting on the previous matter, Mayor Grantham called for a brief recess at 8:21 p.m. The meeting resumed at 8:31 p.m. with the consideration of the Mount Brydges Waste Water Treatment Facility Insulation report.

Councillor Derbyshire presented a three-clause motion regarding the Mount Brydges Waste Water Treatment Facility. The first clause was separated and became the initial motion that was moved and seconded for consideration:

Moved: Councillor Derbyshire
Seconded: Councillor Willsie

THAT: Staff be directed to engage immediately River Birch Biodisk, to undertake a final third party independent review (identify/reaffirm all required repairs and upgrades), implement all required works and provide ongoing consultation to the municipal staff for the Mount Brydges WWTP (RBC) updates and performance for this WWTP to address the following: a) the winter RBC WWTP performance conditions and compliance; and b) an interim (2-3 years) efficient RBC system performance that will meet the community needs and will ensure compliance with MECP requirements. All cost of the repairs and upgrade is subject to Council approval.

After further discussion, amended resolutions were considered by Members.

  • Moved byCouncillor Brennan
    Seconded byCouncillor Kennes

    THAT: Council receive report EPW-2023-61 Mt. Brydges WWTF Insulation for information.

    Carried
  • Moved byCouncillor Derbyshire
    Seconded byCouncillor Willsie

    THAT: further consideration of Councillor Derbyshire's motions be deferred to a future special meeting of Council regarding the Mount Brydges Waste Water Treatment Facility.

    Carried
  • Moved byCouncillor Pelkman
    Seconded byDeputy Mayor McGuire

    THAT: that insulation work proceed on the RBCs, and further;

    THAT: Council waive the requirements of the procurement policy.

    Loss

9.4.3
Traffic Committee Q3 Update - EPW-2023-66

This item has attachments. 
1.Staff Report - Traffic Committee Q3 Update.pdf
2.Traffic Committee Q3 Meeting Minutes.pdf
  • Moved byCouncillor Pammer
    Seconded byCouncillor Pelkman

    THAT: Council receive report EPW-2023-66 Traffic Committee Q3 Update for information.

    Carried

9.4.4
Thorne Drive Extension – Engineering Services Award - EPW-2023-62

This item has attachments. 
1.Staff Report - Thorne Drive Extension - Engineering Services Award.pdf
  • Moved byCouncillor Kennes
    Seconded byCouncillor Brennan

    THAT: Council receive report EPW-2023-62 Thorne Drive Extension – Engineering Services Award.

    Carried
  • Moved byCouncillor Kennes
    Seconded byCouncillor Pammer

    THAT: Council award the Engineering Services to Spriet Associates London Limited in the amount of $222,552.00 (excluding HST), and further;

    THAT: Council approve $50,000 for HST and Contingency Allowance.

    Carried

9.4.5
Train Whistle Cessation Feasibility - EPW-2023-72

This item has attachments. 
1.Staff Report - Train Whistle Cessation Feasibility.pdf
  • Moved byCouncillor Kennes
    Seconded byDeputy Mayor McGuire

    THAT: Council receive report EPW-2023-72 for information.

    Carried
  • Moved byCouncillor Pelkman
    Seconded byCouncillor Brennan

    THAT: further consideration be deferred pending a staff report regarding whether or not the existing partial ban would be at risk if deficiencies are found as part of the engineering review, and further;

    THAT: staff report back on the advisability of citizen engagement.

    Carried

9.4.6
540 Albert Street Servicing Request - EPW-2023-73

This item has attachments. 
1.Staff Report - 540 Albert Street Servicing.pdf
2.Sanitary Servicing Plan for New Shop – 540 Albert Street – BOS Engineering.pdf
  • Moved byCouncillor Brennan
    Seconded byCouncillor Kennes

    THAT: Council receive report EPW-2023-73 for information; and further,

    THAT: Council require the applicants to work on providing a servicing solution that complies with the existing standards and by-laws in coordination with Municipal Staff.

    Carried

9.5
Chief Administrative Officer 

 

9.5.1
Hiring Report - Public Works Operator & Communications Assistant - HR-2023-17

This item has attachments. 
1.Hiring Report - Public Works Operator and Communications Assistant.pdf

The HR Generalist was present to speak to the Hiring Report and answer inquiries from Members.

  • Moved byCouncillor Pammer
    Seconded byCouncillor Pelkman

    THAT: Report HR-2023-17, Hiring Report – Public Works Operator & Communications Assistant, be received for information.

    Carried
  • Moved byCouncillor Willsie
    Seconded byCouncillor Derbyshire

    THAT: The CAO report to Council on resignations and terminations.

    Loss

10.
Reports from Boards and Committees

 
  • Moved byCouncillor Brennan
    Seconded byDeputy Mayor McGuire

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

    Carried

11.
County Council Report

 

12.
Enquiries or Comments by Members

 

Councillor Willsie appreciated the debate that took place and the sharing of information.

Councillor Hipple received an inquiry regarding the multiple Christmas activities that took place in both Strathroy and Mount Brydges over the past weekend and the possibility of better co-ordinating the timing of the events next year. Staff confirmed that organizers have already connected to determine scheduling for next year.

Councillor Pammer encouraged everyone to attend the Downtown Christmas Market and BIA events in Downtown Strathroy this coming Friday.

Deputy Mayor McGuire congratulated Paul Van Dyke of the Middlesex-London Paramedic Service on receiving his 35-year exemplary service medal. The Deputy Mayor also participated in the Strathroy Lions Club Santa Claus Parade.

Mayor Grantham and the Deputy Mayor attended the Warden's Dinner hosted by Warden Cathy Burghardt-Jesson. The next Warden will be elected at County Council on November 28, 2023.

13.
Schedule of Meetings

 
  • Strategic Planning Session - Monday, November 27, 2023 @ 5:00 p.m.
  • Regular Council - Monday, December 4, 2023 @ 6:00 p.m.
  • Finance Committee - Tuesday, December 12, 2023 @ 5:00 p.m.
  • Regular Council - Monday, December 18, 2023 @ 6:00 p.m.

14.
Consideration of By-laws

 

14.1
By-law No. 73-23

This item has attachments. 
1.By-Law 73-23 - Hetzel Drain 2023 (1).pdf
  • Moved byCouncillor Hipple
    Seconded byCouncillor Kennes

    THAT: By-law No. 73-23 receive third and final reading.

    Carried

14.2
By-law No. 74-23

This item has attachments. 
1.By-law 74-23 Water and Wastewater Rates.pdf
  • Moved byCouncillor Pelkman
    Seconded byCouncillor Brennan

    THAT: By-law No. 74-23 receive first, second and third and final reading.

    Carried

14.3
By-law No. 75-23

This item has attachments. 
1.By-Law 75-23 - Boersma Burwell Road Drain 2023.pdf
  • Moved byCouncillor Hipple
    Seconded byDeputy Mayor McGuire

    THAT: By-law No. 75-23 receive third and final reading.

    Carried

14.4
By-law 90-23

This item has attachments. 
1.By-law 90-23 - Condominium Agreement - 430 Head Street N.pdf
2.430 Head St Subdivision Agreement_Final_Nov 10 2023 - for Municipality signing_Redacted(1).pdf
  • Moved byCouncillor Pelkman
    Seconded byCouncillor Pammer

    THAT: By-law 90-23 receive first, second, and third and final reading.

    Carried

14.5
By-law No. 93-23

This item has attachments. 
1.By-law 93-23 PLC 2-2023 Exemption Haddon Lane.pdf

Deputy Mayor McGuire referenced his earlier declared pecuniary interest and abstained from voting on this motion.

  • Moved byCouncillor Pelkman
    Seconded byCouncillor Kennes

    THAT: By-law 93-23 receive first, second, and third and final reading.

    Carried

14.6
By-law No. 95-23

This item has attachments. 
1.By-law 95-23 Multi-Year Borrowing By-law Strathroy-Caradoc.pdf

This item was deferred and removed from Consideration of By-laws.

14.7
By-law No. 97-23

This item has attachments. 
1.By-law 97-23 Approve Amended Municipal Alcohol Policy.pdf
  • Moved byCouncillor Kennes
    Seconded byCouncillor Pammer

    THAT: By-law 97-23 receive first, second and third and final reading.

    Carried

14.8
By-law No. 94-23

This item has attachments. 
1.By-law 94-23- Confirmatory By-Law Nov 20 2023.pdf
  • Moved byCouncillor Pelkman
    Seconded byDeputy Mayor McGuire

    THAT: By-law 94-23 receive first, second and third and final reading.

    Carried

15.
Adjournment

 
  • Moved byCouncillor Kennes
    Seconded byCouncillor Derbyshire

    THAT: the November 20, 2023 Regular Council Meeting adjourn at 9:53 p.m.

    Carried
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