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Council Meeting 7:00 PM Tuesday, February 16, 2021

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Council Meeting 7:00 PM Tuesday, February 16, 2021 Agenda Council Meeting 7:00 PM Tuesday, February 16, 2021 Page 1. Call Meeting to Order 2. Motion to Accept Agenda 3. Declaration of Pecuniary Interest 4. Minutes 5 - 15 February 2nd, 2021 - Regular Council Meeting Minutes 5. Business Arising From the Minutes 16 - 19 CL 09-2021: Business Arising from the Minutes of the February 2nd, 2021 Council Meeting 6. Appointments 20 - 29 7:05 a.m. - Development Planner Adam Ager - Public Meeting: ASB Greenworld Ltd. ZN 4-20-14 for property located at 264177 Prouse Road 30 - 37 7:15 p.m. - Development Planner Adam Ager - Public Meeting: Dayspring Residence Inc. ZN 4-20-09 for property located at 332767 Plank Line 38 - 46 7:25 p.m. - Development Planner Adam Ager - Public Meeting: Kloepfer Holdings Ltd. ZN 4-20-11 for property located at 434304 Rivers Road 47 - 62 8:15 p.m. - Watson & Associates - Public Meeting: 2021 Development Page 1 of 151 Page Charges Study Update 63 8:30 p.m. - Court of Revision - Stevens 2020 (no appeals have been received) 7. Staff Reports 64 - 66 BD 02-2021: Monthly Building Report January 2021 67 - 70 CAO 02-2021: Transitioning Two (2) Part-Time Positions to One(1) Full- Time Position 71 - 72 CL 10-2021: Recommendation from Engage and Inform Committee: Refrigerator Magnets 73 - 81 CL 11-2021: Recommendation from the Environment and Energy Innovation Committee: Comments re: Ontario's Energy Plan 82 - 87 CL 12-2021: Update: Proposed Audio/Video Equipment for Virtual Hybrid Council Meetings 88 - 90 TR 01-2021: Extension of Audit Services for 2021 to 2024 91 - 93 WD 01-2021: Boom Arm Mower Tender Results 94 - 96 WD 02-2021: Snow Plow Truck Tender Results 8. Discussion Items Exemption Request re: Approval of Oxford Hills Site Plan (verbal update) Recommendation: Resolved that the Council of the Township of South- West Oxford provide an exemption to the requirements of Sections 5.2 and 5.5. of By-law No. 04-2010 being a by-law to provide for site plan control and approval, and further that Council authorize Chief Administrative Officer Mary Ellen Greb to approve the site plan application submitted on behalf of The Oxford Hills for property located at Page 2 of 151 Page 324183 Mount Elgin Road with a report from the Township's development planner to follow at a later date. Tree Planting on Ebenezer Road 9. Planning & Zoning 10. Agenda Items & Correspondence 97 - 111 #18- Township of South-West Oxford Letters of Support re: Photo Radar 112 - 116 #19- Town of Ingersoll Resolution re: Oxford County Council Weighted Voting 117 - 118 #20- Correspondence from Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs re: Support for Small Business 11. Accounts Payable Report 119 February 16th, 2021 - Accounts Payable Report 12. Information Items & Correspondence 120 - 122 #21- Resolution re: Closure of Ontario Fire College 123 - 124 #22- Township of Terrace Bay Resolution re: Taxation for Railroad Rights of Way 125 - 126 #23- Township of Asphodel-Norwood Resolution re: extension of Community Safety and Well-being Plan deadline 127 - 129 #24- Township of Guelph-Eramosa Resolution re: Advocacy for MFIPPA Legislation 13. By-Laws and Agreements 130 By-Law No. 12-2021 - To provide for Drainage Works (third and final reading only) 131 - 132 By-Law No. 19-2021 - To appoint municipal by-law enforcement officers (parking/traffic) Page 3 of 151 Page 133 - 137 By-Law No. 20-2021 - To authorize the execution of an agreement with the Township of Zorra for reciprocal Drainage Superintendent services 14. Committees 138 - 140 Engage and Inform Committee Minutes 141 - 143 Environment and Energy Innovation Committee Minutes 15. Strategic Planning 16. New Business 144 - 149 Development Approval Requirements for Landfills (Bill 197) - Resolution Support Request 17. Closed Session 18. Council Round Table 19. Confirmatory By-Law 150 By-Law No. 16-2021 - To confirm all actions and proceedings of Council (February 16th, 2021) 20. Adjournment 21. Dates to Remember 151 This document is available in alternate formats upon request. Page 4 of 151 AGENDA ITEM # Township of South-West Oxford Council Minutes February 2, 2021 Members Present: Mayor: David Mayberry Councillors: Paul Buchner (Ward 1), Peter Ypma (Ward 2), Valerie Durston (Ward 3), George Way (Ward 4), Jim Pickard (Ward 5), Craig Gillis (Ward 6) Members Absent: None Staff Present: Mary Ellen Greb, Chief Administrative Officer Diane Larder, Treasurer/Deputy CAO Julie Forth, Clerk Adam Prouse, Works Superintendent Howard Leaver, Chief Building Official Call Meeting to Order The meeting was called to order at 9:00 a.m. by Mayor David Mayberry and a quorum was present. Motion to Accept Agenda Resolution No. 1 Moved by Jim Pickard Seconded by Craig Gillis RESOLVED that the regular meeting agenda for the February 2nd, 2021 meeting of council be approved. DISPOSITION: Motion Carried Declaration of Pecuniary Interest There were no declarations of pecuniary interest. Minutes January 19th, 2021 - Regular Council Meeting Minutes Resolution No. 2 Moved by Paul Buchner Seconded by Peter Ypma RESOLVED that the regular minutes of the January February 2nd, 2021 - Regular Council Meeting Minutes Page 5 of 151 AGENDA ITEM # Council Minutes - February 02, 2021 19th, 2021 Council meeting be approved. DISPOSITION: Motion Carried Business Arising from the Minutes CL 06-2021: Business Arising from the Minutes of January 19th, 2021 Clerk Julie Forth provided Council with a report to provide them with an overview of the staff actions arising from the minutes of the last Council meeting. Resolution No. 3 Moved by Valerie Durston Seconded by Jim Pickard RESOLVED that the Council of the Township of South-West Oxford receive report CL 06-2021 Summary of Staff Actions Related to Business Arising from the Minutes of January 19th, 2021 as information. DISPOSITION: Motion Carried Staff Reports CAO 01-2021: Alternative Proposal for Township Hall and Park Committees Annual General Meeting (AGM) CAO Mary Ellen Greb provided Council with a report to provide them with adequate information to amend the South-West Oxford Term of Reference (A reference guide for Council appointed Township Hall, Park and Recreation Committees) to allow for a number of options for the payment of the annual Township grant and the holding of the AGM for each council committee as required in the Terms of Reference. The following options were considered: 1. Committees proceed with the Annual AGM with assistance from staff to set up virtual “Zoom” option; 2. Committees be permitted to hold the Annual AGM at a later date (June 30th) should they wish to hold hybrid or in person meetings; 3. Committees be permitted to reappoint current members that wish to continue to serve – members that no longer wish to service may be removed by resolution. CAO Mary Ellen Greb advised that a process will also need to be determined to pay out annual grants to the hall and park committees. February 2nd, 2021 - Regular Council Meeting Minutes Page 6 of 151 AGENDA ITEM # Council Minutes - February 02, 2021 Council agreed to permit the hall and park boards to hold their annual general meetings at a later date and to permit current members to continue to serve in 2021. Council also agreed that hall and park committee may be paid their annual grants as approved in the 2021 budget so long as the required financial information from each committee has been received by the Treasurer. Council expressed that they don’t want improvements scheduled for this year to be delayed because they haven’t held the annual general meeting yet. Resolution No. 4 Moved by Peter Ypma Seconded by Paul Buchner RESOLVED that the Council of the Township of South-West Oxford grant an exemption to the Terms of Reference for Township Hall, Park and Recreation Committees to delay the Annual General Meetings in 2021 to a date to be scheduled later in the year by the Committees; AND FURTHER THAT the Treasurer be authorized to forward grant funding as approved by Council in the 2021 budget to hall and park committees subject to receipt of required financial records by the Treasurer. DISPOSITION: Motion Carried Resolution No. 5 Moved by Craig Gillis Seconded by Paul Buchner RESOLVED that Council receive Report CAO 01- 2021 as information. DISPOSITION: Motion Carried CL 07-2021: Ward Boundary/Council Composition for 2022 Municipal Election Clerk Julie Forth provided Council with a report to provide Council with an overview of the current South-West Oxford ward boundaries and council composition and seek their input with respect to undertaking a review, or make changes, to ward boundaries and/or council composition in advance of the 2022 Municipal Election. She noted that the current ward boundaries reflect generally equal and proportionate representation across the Township, however she noted that the boundary adjustment with the Town of Ingersoll split Ward 4 into an east and west side which is note idea. She also commented on the development planned in Mt. Elgin over the next several February 2nd, 2021 - Regular Council Meeting Minutes Page 7 of 151 AGENDA ITEM # Council Minutes - February 02, 2021 years and noted that a ward boundary review will be needed in advance of the 2026 municipal election. Council discussed the matter and made suggestions regarding possible realignment of the Ward 2 and Ward 3 boundaries that may be considered in the future. Council agreed that now is not the time to undertake a ward boundary review, due to the ongoing COVID-19 pandemic, and the public consultation requirements of the process, and the recent Ingersoll and Woodstock boundary adjustments. Council provided direction to staff to undertake a full ward boundary review in advance of the 2026 municipal election.
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