A G E N D A COUNCIL MEETING 9:00 AM Tuesday, December 3, 2019 Page 1. Call Meeting to Order 2. Motion to Accept Agenda 3. Declaration of Pecuniary Interest 4. Minutes 5 - 9 November 12th, 2019 Special Council Meeting Minutes 10 - 23 November 19th, 2019 Regular Council Meeting Minutes 5. Business Arising From the Minutes 24 - 25 CL 53-2019 - Business Arising from the Minutes of November 19th, 2019 6. Appointments 26 - 34 9:05 a.m. - Hilltop Park 2020 Grant Request 35 - 36 9:15 a.m. - Mike Hawkins, Oxford Trails 2020 Grant Request 9:30 a.m. - Michelle Wood, By-law Exemption Request - Recreational Vehicle Parking 37 - 39 CL 54-2019: By-law Exemption Request (Beachville Road) - Recreational Vehicle in Residential Zone Page 1 of 168 Page 40 - 48 9:45 a.m. - Jim Pickard, Sweaburg Parks and Recreation 2020 Grant Request 49 - 50 9:55 a.m. - George Way, Sweaburg Cemetery 2020 Grant Request 7. Staff Reports 51 - 53 BD 04-2019: September 2019 Building Report 54 - 56 BD 05-2019: October 2019 Building Report 57 - 59 BD 06-2019: Replacement of the Heating and Cooling System at Brownsville Hall 60 - 61 CAO 36-2019: Christmas Closure 2019 62 - 63 CAO 35-2019: Formalized Christmas Gift Card Policy 64 - 69 CAO 37-2019: 2020 Cost of Living Adjustment 70 - 71 CL 55-2019: Breach of Planning Act - Zone Change Application ZN 4-18- 07 8. Discussion Items Continuation of draft 2020 Budget deliberations SWIFT Funding - Direction from Council 9. Planning & Zoning 72 - 81 Public Notice of Application for Consent - B19-65-4 & B19-66-4 - MTO Operations Office - 401225 ON-401 Woodstock 10. Agenda Items & Correspondence 82 - 145 #150- Tillsonburg Airport Feasibility Analysis Page 2 of 168 Page 146 - 149 #151- Beachville Museum Quarterly Report 150 #152- ROMA and ORGA Discuss Future Opportunities 11. Accounts Payable Report 151 December 3rd, 2019 - Accounts Payable Report 12. Information Items & Correspondence 152 - 154 #153- St. Marys Council Comments Regarding the Draft 2020 UTRCA Budget 155 - 157 #154- Town of Amherstberg Resolution - Declaration of Climate Emergency in the Town of Amherstburg 158 - 162 #155- Town of Amherstberg Resolution - Joint and Several Liability Consultation - Town of Amherstberg Support 163 #156- Municipality of South Huron Resolution - Transformation of Building Services 13. By-Laws and Agreements 164 - 165 By-Law No. 92-2019 - To authorize the closure of the following road allowance: a portion of the road allowance between lots 24 & 25, BFC, South-West Oxford (West Oxford) being Part 5, Plan 41R-8251 (Pye) 166 By-Law No. 93-2019 - To repeal By-law 60-2019 (Erwin Family Holdings Inc.) 14. Committees 15. Strategic Planning 16. New Business 17. Closed Session 18. Council Round Table Page 3 of 168 Page 19. Confirmatory By-Law 167 By-Law No. 94-2019 - To confirm all actions and proceedings of Council (December 3rd, 2019) 20. Adjournment 21. Dates to Remember 168 Page 4 of 168 AGENDA ITEM # TOWNSHIP OF SOUTH-WEST OXFORD MINUTES SPECIAL COUNCIL MEETING November 12, 2019 MEMBERS PRESENT: David Mayberry Paul Buchner (Ward 1), Peter Ypma (Ward 2), George Way (Ward 4), Jim Pickard (Ward 5), Craig Gillis (Ward 6) MEMBERS ABSENT: Valerie Durston (Ward 3) STAFF PRESENT: Mary Ellen Greb, CAO Diane Larder, Treasurer Julie Forth, Clerk Bill Freeman, Works Superintendent Jeff VanRybroeck, Fire Chief Howard Leaver, CBO CALL MEETING TO ORDER The meeting was called to order by Mayor David Mayberry at 9:00 a.m. and a quorum was present. MOTION TO ACCEPT AGENDA Resolution No. Moved by George Way Seconded by Craig Gillis RESOLVED that the special meeting agenda for the November 12th, 2019 meeting of council be approved. DISPOSITION: Motion Carried DECLARATION OF PECUNIARY INTEREST There were no declarations of pecuniary interest. STAFF REPORTS TR 26-2019: 2020 Draft Budget Treasurer Diane Larder provided a summary of the 2020 draft budget for Council’s review and consideration. She noted that the draft budget proposes an increase of approximately 3.8%; 1% of the proposed budget is roughly $58,284. November 12th, 2019 Special Council Meeting Minutes Page 5 of 168 AGENDA ITEM # Special Council Meeting Minutes - November 12, 2019 It was noted that additional funds for anticipated tax rebates may be required in the estimated amount of $160,000. These funds are not included within the proposed draft budget as the information was received following the preparation of the draft. The requirement to include the additional funds will result in increase of approximately 6.8%. Resolution No. Moved by Peter Ypma Seconded by Craig Gillis RESOLVED that the Council of The Township of South- West Oxford receive Report No. TR26-2019 entitled "2020 Draft Budget" as information. DISPOSITION: Motion Carried DISCUSSION ITEMS 2020 Budget Deliberations: 2020 Draft Budget Council reviewed the draft 2020 budget as presented and made the following comments and changes: Councillor Way commented that he is happy to see road work, paving and new equipment coming in for 2020. He thinks that there are places within the proposed draft that can be trimmed to reduce the estimated increase. Councillor Pickard commented that he thinks each department may be able to go back to see what other items they can do without for 2020. He would like to see the budget increase more in line with the cost of living increase (2%). Councillor Buchner echoed Councillor Way and Councillor Pickard’s comments regarding the draft budget as presented and stated that there will need to be some changes as a result of the anticipated tax rebate. Councillor Ypma commented that he was surprised by some of the requests from cemeteries and hall boards, and that Council will have a challenge ahead to find some savings. Councillor Gillis agreed with comments of other members of Council. Treasurer Diane Larder commented on some of the budget highlights which includes a proposed staff person for parks operations, with a focus on grass cutting for Township owned properties. It was noted that Ontario Municipal Partnership Funding is expected to be less than what was received in 2019. November 12th, 2019 Special Council Meeting Minutes Page 6 of 168 AGENDA ITEM # Special Council Meeting Minutes - November 12, 2019 General Government Township insurance will be increasing by approximately 2% in 2020. Discussion took place regarding the former OPP building in Beachville. Council would like to have a discussion in 2020 about options for this property. Council reduced the amount for Council Conferences in 2020 to $5,000. Proposed budget amounts for volunteer appreciation was reduced by $1,000 and staff conferences was reduced by $1,400. $1,000 was moved to the Township newsletter from flowers, trophies and badges. Council discussed the master key project and agreed to move half the funds into reserves in 2020 and complete the project in 2021. Paving for the laneway and north side parking at the municipal office will be funded in part in 2020 with the remaining to be paid and completed in 2021. Discussion took place regarding an Electrical Safety Authority permit for the Township to cover all facilities. Council agreed to do this in 2020. Health Services Council reduced the grant to the Mt. Elgin cemetery by $2,000. Council had a discussion regarding the proposed facilities/maintenance person and agreed to remove this from the budget for 2020. Discussion took place regarding the Beachville Museum and curator position. It was noted that there is still two years left in the funding agreement between the Township of South-West Oxford and the Township of Zorra. Discussion took place regarding grant requests from Brownsville Hall (air conditioning), West Oxford (baseball fencing) and Mt. Elgin (generator). Council removed $12,000 allocated for Foldens Hall and $11,000 for Salford. Budget allocation for Brownsville was reduced to $15,000. * Council took a ten-minute break at 10:40 a.m. Council requested a report on tax stabilization and anticipated rebates for the December 5th Council meeting. Contracted out services were reduced from $9,000 to $7,000. Council confirmed $2,000 for Ingersoll Skating Club. $2,000 for Tillsonburg Minor Hockey was cut. Protection to Persons/Property It was noted that 6% of the proposed 2020 increase is due to the Beachville Fire Hall debenture. November 12th, 2019 Special Council Meeting Minutes Page 7 of 168 AGENDA ITEM # Special Council Meeting Minutes - November 12, 2019 Some dump chutes need to be replaced. Will not be purchasing electric dump chutes going forward. Discussion took place regarding the proposed solar panels for the Beachville Fire Hall. Council requested information on the anticipated return on investment. It was noted that training pay has gone up to account for the minimum wage increase and to provide training pay at the same rate for all members. The battery back up for the doors in Mt. Elgin was discussed. This project is planned for 2020. Building maintenance in Beachville was reduced by $2,500. Fire prevention materials were discussed; want to ensure that valuable information is being purchased to provided to the community. Building Discussion took place regarding the need to continue to contract out some building inspection services. Some services are also shared with the Township of Zorra depending on available time of staff. It was noted that there has been a decrease in the number of permits issued in 2019. CONFIRMATORY BY-LAW By-law No. 87-2019 - To confirm all actions and proceedings of Council (November 12th, 2019) Resolution No. Moved by Paul Buchner Seconded by George Way RESOLVED that By-law 87-2019 being a By-law to confirm the proceedings of Council held Tuesday, November 12th, 2019 be read a first, second and third time this 12th day of November, 2019.