MIDDLESEX CENTRE COUNCIL AGENDA

WEDNESDAY, OCTOBER 5, 2016 4:00 PMMiddlesex Centre Municipal Office

MINUTES

The Municipal Council of the Municipality of Middlesex Centre met in Regular Session in theCouncil Chamber on October 5th, 2016 at 4:00 pm.

COUNCIL PRESENT: Mayor Edmondson - Chair presiding, Deputy Mayor Bloomfield, Councillors Harvey (arrived at 4:15 pm), Brennan, McMillan, and DeViet

REGRETS: Councillor Berze

STAFF PRESENT: Michelle Smibert – Chief Administrative Officer, Stephanie Troyer-Boyd – Clerk, Arnie Marsman – Director of Planning and Development Services, Brian Lima – Director ofPublic Works and Engineering, Scott Mairs – Director of Community Services, Tiffany Farrell – Director of Corporate Services, Michael Barnier – Corporate Support Specialist

ALSO PRESENT: Members of the public and press.

1.0 CALL TO ORDER

Mayor Edmondson calls the meeting to order at 4:00 pm.

2.0 ADOPTION OF THE ADDITIONS TO THE AGENDA

There were no additions to the agenda on October 5th, 2016

3.0 BUSINESS FOR WHICH PREVIOUS NOTICE HAS BEEN GIVEN

3.1 THAT during the 2017 budget review of the storm water rates, that Councilreexamine the storm water charge as it applies to the Urban Designatednon- serviced) areas.

3.2 THAT Council direct municipal staff to study the process, cost andprocedure necessary to have pedestrian crosswalks installed in strategiclocations throughout the municipality; with the vision of creating a standardoperational procedure for their identification and location as an expectationof development and/or changing demographics in our region.

3.3 THAT Public Works & Engineering and Finance staff develop a monthlybilling process for water/wastewater/stormwater charges for all municipalwater accounts.

These motions will be considered at the October 19, 2016 meeting of Council.

October 19, 2016 Page 1 of 8 minutes

4.0 DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURETHEREOF

The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general naturethereof, where the interest of a member of Council has not been disclosed by reason of the member’s absence from themeeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with theAct.

Name Item Nature

None were declared on October 5th, 2016

5.0 ADOPTION OF THE MINUTES

R2016-301 Motion by Deputy Mayor Bloomfield and Councillor DeViet

THAT the minutes of the September 21st, 2016 Meeting of Council be adoptedas printed.

Carried

6.0 CONSENT AGENDA

Items listed under the Consent Agenda are considered routine and may require discussion but no action on thepart of Council. Consent items are received in one motion. Council members may request that one or more itembe removed for further action.

R2016-302 Motion by Councillor McMillan and Councillor DeViet

Councillor Brennan asked for clarifications on the pricing of the Arva Fire Engineand the budgeting of the Coldstream Fire Hall.

1. THAT CS016-035 Capital Budget to Actual 2016 be received. 2. THAT CS016-036 Ontario Community Infrastructure Fund - OCIF be

received. 3. THAT CS016-037 Clean Water and Wastewater Fund - CWWF be received. 4. THAT CS016-038 2017 Budget Process be received. 5. THAT PWE 016-038 - Quarterly Municipal Drain Report be received.

Carried

7.0 COURT OF REVISION4:00pmR2016-303 Motion by Councillor Brennan and Deputy Mayor Bloomfield

THAT Council recess for Court of Revision. Carried

7.1 McClary-Roberts Drain 2016

Members: Councillors Harvey, Brennan and Deputy Mayor Bloomfield

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R2016-304 Motion by Councillor Harvey and Councillor Brennan

THAT the assessments as levied in the report of Spriet Associates Ltd datedJune 30th, 2016 and adopted by Provisional By-law Number 2016-090 to payfor drainage works known as the McClary-Roberts Drain 2016 be confirmed.

Carried

7.2 McKellar Drain 2016

Members: Councillors DeViet, Brennan and Deputy Mayor Bloomfield.

Mike DeVos of Spriet Associates stated a letter was received from Mr. Mahonwhich raises concerns with the drain, but it does not speak to an assessmentappeal. The concern relates to one landowner getting a new crossing and theupstream costs are being assessed as outlet to the other owners. Mr. DeVosstated that the process is an accepted practice, common in the province allowedby the Ministry.

R2016-305 Motion by Councillor DeViet and Councillor Brennan

THAT the assessments as levied in the report of Spriet Associates Ltd datedJuly 15th, 2016 and adopted by Provisional By-law Number 2016-091 to payfor drainage works known as the McKellar Drain 2016 be confirmed.

Carried

7.3 Dafoe Drain 2016

R2016-306 Motion by Councillor McMillan and Deputy Mayor Bloomfield

THAT Council amend Resolution # R2016-244 to removing the followingclauses:

FURTHER THAT Council appoints October 5, 2016 at 4:00 pm for the Court ofRevision;

FURTHER THAT the following persons be appointed to the Court of Revision: Councillors Berze, Brennan and Deputy Mayor Bloomfield.

Carried

R2016-307 Motion by Councillor DeViet and Councillor Harvey

THAT Court of Revision adjourn and regular Council resume at 4:25 pm. Carried

8.0 CONSIDERATION OF THE REPORT

8.1 Baker-Westdel Bourne Drain 2016

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Mike DeVos presented the presented the report for the Baker-Westdel BourneDrain and noted amendments were made as a result of a request by the Ministry ofTransportation relating to Hwy 401.

Councillor Brennan questioned if the Ministry of Transportation would be billed forthe extra work required by the revision. Mike DeVos indicated that the Ministry ofTransportation would be responsible to pay for work as a result of the revisions.

Bob Baker, a property owner named in the petition stated that he supported thereport.

R2016-308 Motion by Deputy Mayor Bloomfield and Councillor Brennan

THAT Council having considered the Engineer’s Report dated April 15th, 2016Revised August 26th, 2016) for the Baker-Westdel Bourne Drain 2016

approves Provisional By-Law Number 2016-105 being a By-Law to provide fordrainage works known as Baker-Westdel Bourne Drain 2016 and that thisconstitutes first and second reading of By-Law Number 2016-105 and;

FURTHER THAT Council appoints November 2nd, 2016 at 4:00 pm or the Courtof Revision;

FURTHER THAT the following persons be appointed to the Court of Revision: Councillors Berze, Brennan and Deputy Mayor Bloomfield.

Carried

9.0 DELEGATIONS

4:30pm 9.1 Fanshawe Pioneer Village (Grant Recipient)

Shanna Dunlop, Executive Director of Fanshawe Pioneer Village provided a reportand presentation of events and projects for 2016.

Councillor McMillan asked about the Coldstream water wheel project and whetherthe project included a plaque recognizing the Fletcher Family. Shannon indicatedthat the project would receive a plaque in the near future.

Council thanked Shannon for her presentation and congratulated FanshawePioneer Village on their work.

9.2 Poplar Hill Picnic (Grant Recipient)

Karen Hale and Heather Greig provided a history of the Poplar Hill Picnic goingback to 1888. Karen explained that the picnic relies completely on donations andgate sales to fund the event. Karen and Heather thanked Council for the use ofthe park and the annual donation to the event.

Council expressed gratitude to Karen and Heather for their work on the event.

October 19, 2016 Page 4 of 8 minutes

9.3 Del-Ko-Brydge Canada Day (Grant Recipient)

Patsy Faulds, President of the Del-Ko-Brydge Canada Day organization explainedhistory and organization of the annual Canada Day celebrations. She indicated the2017 would be the 35th year of the Del-Ko-Brydge Canada Day celebrations. Patsycited ongoing issues at the event such as fireworks and staffing. She indicated thatthey had served up over 2,000 free pancake breakfasts in Komoka in 2016.

Patsy indicated that they are applying to several other programs such as theCanada 150 and Heritage Grants. Council thanked Patsy work her work anddedication on the Canada Day Celebrations.

10.0 STAFF REPORTS

10.1 CS016-039 Acceptable Use of Technology Policy Report

Councillor Harvey questioned if the Technology Use Policy is similar to the Countyof Middlesex Policy. Michael Barnier explained that the policy closely mirrors theCounty policy as the County is now the technology support/provider for theMunicipality

R2016-309 Motion by Councillor Harvey and Council DeViet

THAT the Acceptable Use of Technology Policy be adopted. Carried

10.2 CAO-2016-012 Recommendations from Nigel Bellchamber’s Report

CAO, Michelle Smibert indicated that the Council Code of Conduct and theProcedure By-law were already under review and that the changes could beimplemented easily and brought before Council in the near future.

Michelle Smibert indicated that the recommendations regarding the process forhiring the Fire Chief had been presented to the District Chiefs at a recent FireServices meeting.

Councillor Harvey questioned the timeline for the proposed meetings with DistrictChiefs and firefighters. Michelle Smibert indicated that they would work with NigelBellchamber and fire staff to coordinate the meetings as soon as possible.

Councillor Brennan questioned if it would be beneficial to have the hiring committeemeet with fire staff rather than an outside party. Michelle Smibert indicated that therecommendation was based on input from Council and staff during preparation ofthe report and stated that she felt confident in Nigel’s ability to coordinate themeetings. Councillor McMillan agreed that the firefighters needed to be engagedin the process and was unsure about how an outside consultant would beperceived. She stated that she was confident in Nigel Bellchamber’s ability.

October 19, 2016 Page 5 of 8 minutes

Councillor Harvey stated that as long as Nigel meets with the District Chiefs first, he was confident in the process.

R2016-310 Motion by Councillor Harvey and Councillor DeViet

THAT staff be directed to include a new section in the Code of Conduct todeal with Conflicts, specifically the following: “ Members of Council shouldbe committed to performing their functions with integrity. Members shallavoid the improper use of influence of their office and shall avoid conflicts ofinterest both apparent and real. Members of Council shall not extend indischarge of their official duties preferential treatment to any individual ororganization if a reasonably well-informed person would conclude that thepreferential treatment was advancing a private interest. For greater clarity, this Code does not prohibit members from properly using their influence onbehalf of constituents.”; and

FURTHER THAT staff be directed to include a new section in the CouncilProcedural By-law to deal with behavior, specifically the following: “Councilaffirms that the business of Council is an important function and that it willnot tolerate incivility in its meetings on the part of any individual or group, and that the Head of Council is expected to maintain decorum by all personsin attendance at its meetings in accordance with our Procedure By-Law andthe Municipal Act.”; and

FURTHER THAT Nigel Bellchamber be engaged to conduct one on onesessions with the District Chiefs and three to five facilitated sessions withfirefighters in preparation for the Fire Chief recruit.

Carried

R2016-311 Motion by Councillor McMillan and Councillor Brennan

THAT council recess at 5:00 pm. Carried

R2016-312 Motion by Councillor McMillan and Councillor DeViet

THAT regular Council resume at 5:13 pm. Carried

11.0 NEW BUSINESS

October 19, 2016 Page 6 of 8 minutes

Councillor Harvey expressed concern about the eroding support for Autism andindicated that he would like to support the resolution from the Town of Shelburne.

R2016-313 Motion by Councillor Harvey and Councillor McMillan

THAT the Municipality provide support to the Town of Shelburne’s resolutionfor Autism support and funding.

Carried

12.0 BY-LAWS

12.1 By-Law 2016-106 Confirming - October 5, 2016

R2016-314 Motion by Councillor Brennan and Deputy Mayor Bloomfield

THAT By-Law 2016-106 be approved and this constitutes and third and finalreading and that By-Law 2016-106 is hereby enacted;

Carried13.0 ADJOURNMENT

R2016-315 Motion by Councillor Harvey and Deputy Mayor Bloomfield

THAT the meeting adjourn at 5:38 pmCarried

Mayor

Clerk

The next Council meeting is Wednesday, October 19th, 2016 at 4:00 pm in the Council Chamber.

INFORMATION ITEMS/COUNCIL CORRESPONDENCE

October 19, 2016 Page 7 of 8 minutes

1. County of Middlesex - Warden's Banquet Invitation2. Conservation Authorities Act Review Phase 2 Engagement Summary3. Resolution - Municipality of Dutton Dunwich - Stron Breeze Wind Project4. Resolution - Town of Aurora - OMB Reform Update5. Resolution - Town of Shelburne - Autism6. LTRCA - Chatham-Kent Children's Water Festival 20167. LTRCA - Longwoods Ska-Nah-Doht Fall Hours 20168. UTRCA August 23, 2016 Board of Directors Minutes9. Arnie. Marsman- Graduation from AMCTO's Executive Diploma in Municipal

Management10. Michael Barnier- Graduation from AMCTO's Executive Diploma in Municipal

Management

October 19, 2016 Page 8 of 8 minutes