Municipality of Strathroy-Caradoc

Regular Council Session

Minutes

Monday, February 07, 2022

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

Electronic Meeting - Zoom

Present:

• Mayor Joanne Vanderheyden
• Deputy Mayor Brad Richards
• Councillor Neil Flegel
• Councillor John Brennan
• Councillor Sandi Hipple
• Councillor Frank Kennes
• Councillor Steve Pelkman
• Councillor Marie Baker
• Councillor Larry Cowan

Also Present:

• Fred Tranquilli, Chief Administrative Officer/Clerk
• Jennifer Pereira, Deputy Clerk/ Lottery Licensing Officer (Recorder)
• Brianna Hammer-Keidel, Deputy Clerk/Communications Co-ordinator (Recorder)
• Bill Dakin, Director of Financial Services
• Rob Lilbourne, Director of Community Services
• Doug Payne, Director of Human Resources
• eSCRIBE Administrator
• Tim Williams, Planner
• Erin Besch, Planner
• Jennifer Huff, Director of Building and Planning
• Paul Zuberbuhler, Manager of Environmental Services
• Jake Straus, Director of Engineering & Public Works
• Melonie Carson, Administrative Assistant
• Brent Smith, Fire Chief
• Mark Campbell, Police Chief

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1.

Declaration of Pecuniary Interest

None.

2.

Presentations/Delegations/Petitions

2.1

Proposed 2022 Consolidated Budget

Bill Dakin, Director of Financial Services presented his report on the 2022 Proposed Operating and Capital Budget. He proposed a 2.86% rate for the 2022 budget. He highlights that the municipal debt will be paid down $773,319 in 2022 and outstanding debt will be $2.6 million. He indicates that the municipal reserve funds and the municipal fleet program continue to ensure funds are being built and available for either capital or equipment replacement. He does explain that the OMPF funding is reduced by $25,700 with an overall reduction of $522,200 since 2013 which is 75% cut in finding available to the municipality. He also adds that on a $350,000 assessment the average tax increase is $67.17 of taxation.

• Moved by Councillor Kennes
  Seconded by Deputy Mayor Richards

  THAT: Council approve the 2022 Consolidated Operating and capital Budget with an overall tax rate increase of 2.86%.

  Carried

3.

Approval of Minutes

• Moved by Councillor Flegel
  Seconded by Councillor Brennan

  THAT: the meeting minutes be approved as written.

  Carried

3.1

Regular Council Meeting Minutes – January 17, 2022

3.2

Finance Committee Meeting Minutes - January 24, 2022

4.

Drainage Matters

4.1

Request for Drain Improvement - Winter Closed Municipal Drain

• Moved by Councillor Pelkman
  Seconded by Councillor Cowan

  THAT: Council accept the request for drain improvement and authorize Spriet Associates to prepare an engineer's report on the matter.

  Carried

4.2

Request for Drain Improvement (Baran Drain 1971)

• Moved by Councillor Brennan
  Seconded by Deputy Mayor Richards

  THAT: Council accept the request for drain improvement and authorize Spriet Associates to prepare an engineer's report on the matter.

  Carried

4.3

Request for Drain Improvement (Powers Drain)

• Moved by Councillor Cowan
  Seconded by Councillor Pelkman

  THAT: Council accept the request for drain improvement and authorize Spriet Associates to prepare an engineer's report on the matter.

  Carried

4.4

Request for Drain Improvement (Welke Drain)

• Moved by Councillor Brennan
  Seconded by Councillor Kennes

  THAT: Council accept the request for drain improvement and authorize Spriet Associates to prepare an engineer's report on the matter.

  Carried

4.5

Request for Drain Improvement (Philps Drain)

• Moved by Councillor Pelkman
  Seconded by Councillor Kennes

  THAT: Council accept the request for drain improvement and authorize Spriet Associates to prepare an engineer's report on the matter.

  Carried

5.

Communications

5.1

Resolution in support of AMO Recommendations: Joint and Several Liability

• Moved by Deputy Mayor Richards
  Seconded by Councillor Pelkman

  WHEREAS municipal governments provide essential services to the residents and businesses in their communities; and

  WHEREAS the ability to provide those services is negatively impacted by exponentially rising insurance costs; and

  WHEREAS one driver of rising insurance costs is the legal principle of ‘joint and several liability,’ which assigns disproportionate liability to municipalities for an incident relative to their responsibility for it; and

  WHEREAS, the Government of Ontario has the authority and responsibility for the legal framework of ‘joint and several liability;’ and

  WHEREAS the Premier of Ontario committed to review the issue in 2018 with a view to helping municipal governments manage their risks and costs; and

  WHEREAS the Association of Municipalities of Ontario on behalf of municipal governments has provided recommendations in this source document to align municipal liability with the proportionate responsibility for incidents and capping awards;

  THEREFORE BE IT RESOLVED THAT: that the Municipality of Strathroy-Caradoc does hereby support AMO’s recommendations; and

  THAT: the Municipality of Strathroy-Caradoc does hereby call on the Attorney General of Ontario to work with municipal governments to put forward a plan of action to address “joint and several liability” before the end of the government’s current term so that municipalities can continue to offer high quality services to their communities.

  Carried

5.2

St. Clair Region Conservation Authority -December 9, 2021 Meeting Highlights

5.3

Middlesex- London Health Unit -Board of Health - January Meeting Summary

• Moved by Councillor Brennan
  Seconded by Councillor Kennes

  THAT: Council receive the communication items 5.2 and 5.3 for information.

  Carried

6.

Unfinished Business

None.

7.

Reports from Departments

7.1

Community Services - Councillor Marie Baker, Chair

7.1.1

Tree Removal – Fairgrounds Recreation Complex - Tennis Courts”

Robert Lilbourne, Director of Community Services presented his report on the Tree Removal - Fairgrounds Recreation Complex - Tennis Courts. He explains that some maintenance has been done to the tennis courts to ensure the courts remain in good condition. In doing so the contractor noted some concerns with regards to the row of cedar trees that were planted years ago as a windbreak. The concerns included court safety, drainage, court surface structural base and drainage flows. Director Lilbourne recommends that the trees adjacent to the tennis court be removed.

• Moved by Councillor Brennan
  Seconded by Deputy Mayor Richards

  THAT: Council receive report CS-2022-03 titled “Tree Removal – Fairgrounds Recreation Complex - Tennis Courts” for information; and 
  THAT: Council approve the removal of the trees adjacent to the tennis courts as outlined in this report.

  Carried

7.1.2

Strathroy Downtown Market 2022 and Beyond

Rob Lilbourne, Director of Community Services presents a report on the Strathroy Downtown Market. He indicates that based on the pandemic the board now consists of two market members and 2 municipal employees. He indicates that at the last market board meeting on January 20^th the two vendor representatives made a motion that the municipality be asked to assume administration and operation of the Strathroy Downtown Market. With the recent addition of special events and booking coordinator, the Community Services department is well-positioned to assume operation of the Market.  He adds that the market income and expenses would fall under the Community Services Department budget.

Councillor Kennes suggests that if there are any services clubs that could take this on it would be very beneficial as this is an event that is greatly used within our community.

Councillor Brennan also agrees with Director Lilbourne as this is something that should be supported within the downtown core.

Deputy Mayor Richards suggests that we still keep the BIA involved with this process and it affects the businesses in the downtown core.

Mayor Vanderheyden expresses to Council that the market is something that builds community and also aids in the economic spill-off of our businesses.

• Moved by Deputy Mayor Richards
  Seconded by Councillor Pelkman

  THAT: Council receives the report CS 2022-04, and further brings the Strathroy Downtown Market under the control of the Community Services Department with the use of a Market advisory committee

  Carried

7.2

Engineering and Public Works - Councillor Larry Cowan, Chair

7.2.1

Sanitary Sewer Private Drain Connection Charge

Jake Straus, Director of Engineering and Public Works presented his report on the Sanitary Sewer Private Drain Connection Charge. He briefly explains the background on this report. He adds that council directed staff to follow up with a report recommending a fixed fee of $17,500 per connection.  To summarize, a fixed fee of $17,500 per connection will be assessed to the Owner(s) of a property for which a connection point is provided. Director Straus indicates that there are several projects, which have been completed, are currently under construction or are planned for construction.   A consistent approach to billing Owners will need to be implemented and communicated to the affected Owners. The work completed in Mount Brydges on Queen Street in 2019 and on Adelaide Road in 2021 has not yet been billed to the Owners. The communication plan for this information includes sending a letter on February 10, 2022 directly to Owners notifying them that they have either already received the sanitary connections or will be receiving the sanitary connections on Adelaide Road and Queen St.   This letter will detail the requirement for payment of connection fees and options for payment.

Councillor Pelkman feels that the recommendation is fairly drastic from the previous connection options and has concerns with the costs to the ratepayer. He wonders if there will be an option for payment plans. 

Councillor Brennan also wonders about payment plans or financing options. Bill Dakin, Director of Financial Services explains that there could be a payment plan with various options put into place.

Fred Tranquilli, Chief Administrative Officer suggests that a report come back to council regarding payment plan options which will include administration fees in order to process applications.

• Moved by Councillor Brennan
  Seconded by Councillor Kennes

  THAT: Council receive Report EPW-2022-01- Sanitary Sewer Private Drain Connection Charge as information; and
  THAT: Council approve a $17,500 mandatory connection charge for all Owners of a property that receive a Sanitary Sewer connection point to their property line; and
  THAT: Council direct staff to notify the affected Owners on Adelaide Road and Queen St. in Mt Brydges about the requirement for payment and payment options; and
  THAT: Council direct staff to have payments start September 1, 2022.

  Carried

7.2.2

Undersized Sidewalks in Strathroy-Caradoc

Jake Straus, Director of Engineering and Public Works presents his report on the Undersized Sidewalks in Strathroy-Caradoc. He tells Council that in 2021, the Municipality completed an assessment of our sidewalks utilizing a third-party contractor, Streetscan. With the data provided by Streetscan, Municipal Staff compiled a list of the current undersized sidewalks. The total amount of sidewalks that are non-compliant to AODA standards is 54,344 metres. Broken down by community, there is 42,579 m in Strathroy, 9,430 m in Mt Brydges and 2,335 m in Melbourne. He adds that the plan for sidewalks is to install one sidewalk on local residential roads in compliance with the AODA standards. Where a local road currently has both sides with undersized sidewalks, the Municipality will replace only one side with AODA compliant sidewalks, while removing and restoring the other side.

Councillor Kennes feels that the budgeted amount needs to increase for future budgets.

Councillor Flegel suggests that these items be looked at with a staggering increase either every other year or increased yearly with the cost of inflation. Bill Dakin, Director of Financial Services indicates that a lot of these decisions are based on data collected through the assessment and will act as a guide for future changes.

• Moved by Councillor Brennan
  Seconded by Councillor Kennes

  THAT: Council receive Report EPW-2022-02- Undersized Sidewalks in Strathroy-Caradoc for information.          

  Carried

7.3

Chief Administrative Officer - Mayor Joanne Vanderheyden, Chair

7.3.1

RFIRS Terms of Reference Amendment

• Moved by Councillor Pelkman
  Seconded by Deputy Mayor Richards

  THAT: the Terms of Reference for the RFIRS Finance Committee and the RFIRS Building Committee be amended to add to each committee composition two representatives of the Chippewa of the Thames First Nation (COTTFN)

  Carried

8.

Reports from Boards and Committees

• Moved by Councillor Brennan
  Seconded by Councillor Flegel

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

  Carried

8.1

Committee of Adjustment Meeting Minutes - December 2, 2021

8.2

BIA Executive Meeting Minutes - December 1, 2021

9.

Consideration of By-laws

9.1

By-law No. 10-22 - 2022 Budget

• Moved by Councillor Kennes
  Seconded by Councillor Brennan

  THAT: By-law 10-22 receive first, second, and third and final reading.

  Carried

10.

New Business

None.

11.

County Council Report

Mayor Vanderheyden indicates that County Council will be meeting on February 8, 2022.

12.

Enquiries or Comments by Members

Deputy Mayor Richards 37 Frank Street - youth club- Coldest night of the year walk Feb 26, 2022- raised $16,000 with a goal of $40,000. He expresses his condolences for Doug Walsh who was a part of Recreation.

Councillor Cowan shares that he had the pleasure in participating in Scotty Fletcher's 60th Birthday in Melbourne.

Councillor Flegel et the community know that there is a Strathroy-Caradoc flag at the Mount Brydges Legion to be signed for Kristen Bujnowski who is participating in the Olympics in bobsledding.

Councillor Brennan cautions residents on sidewalks this time of year as they can be very icy. He asks for patience while the Roads department goes out to maintain them.

Mayor Vanderheyden reminds residents to go to the Ska-Nah-Doht Village and Museum as they are offering public snowshoeing.

13.

In Camera

• Moved by Councillor Pelkman
  Seconded by Councillor Brennan

  THAT: Council move into closed session.

  Carried

14.

Report on In Camera Matters

Mayor Vanderheyden reports that council moved into closed session to discuss labour relations matters and a procedural matter as permitted by Section 239 of the Ontario Municipal Act and Council’s Procedure By-law. 

15.

Schedule of Meetings

• Tuesday, February 22, 2022 @ 6:00 p.m.
• Monday, March 07, 2022 @ 6:00 p.m.
• Monday, March 21, 2022 @ 6:00 p.m.

16.

Adjournment

• Moved by Deputy Mayor Richards
  Seconded by Councillor Pelkman

  Motion to adjourn the meeting at 8:06

  Carried