township of south-west oxford council meeting … township... · of irvin c. prouse, 333235 plank...

TOWNSHIP OF SOUTH-WEST OXFORD

COUNCIL MEETING MINUTES July 19, 2011

MEMBERS PRESENT: Mayor: David Mayberry Councillors: Gerry Mitchell, D. Anne Vanhoucke, Jim Pickard, George Way, Ron Sackrider, George Klosler MEMBERS ABSENT: STAFF PRESENT: Mary Ellen Greb, CAO Dianne Harnett, Deputy Clerk MEETING CALLED TO ORDER The meeting was called to order at 9:02 a.m. by Mayor David Mayberry. ADDITIONS TO AGENDA

• Councillor Pickard - verbal report from the Energy Committee APPROVAL OF AGENDA Resolution No. 1 Moved by Ron Sackrider Seconded by Gerry Mitchell

RESOLVED that the agenda for the July 19, 2011 meeting of Council be approved.

DISPOSITION: Motion Carried DECLARATION OF PECUNIARY INTEREST There were no declarations. BUSINESS ARISING FROM THE MINUTES

• CAO Greb informed Council that Developer Brian Graydon has indicated the fencing requirements of the Mount Elgin Subdivision will be completed in early August 2011.

PLANNING & ZONING ADJOURN FOR A PUBLIC MEETING FOR A ZONE CHANGE APPLICATION Resolution No. 2 Moved by Jim Pickard Seconded by George Klosler RESOLVED that Council adjourn in order that a Public Meeting may be held for a zone change application at 9:09 a.m. DISPOSITION: Motion Carried

Regular Council Minutes – July 19, 2011 /

PUBLIC MEETING FOR ZONE CHANGE APPLICATION NO. ZON 4-11-02, ESTATE OF IRVIN C. PROUSE, 333235 PLANK LINE, MT. ELGIN, ON N0J 1N0, APPLICANT: MARJORIE E. MOULTON, 383942 SALFORD RD., TOWNSHIP OF SOUTH-WEST OXFORD The Public Meeting was held for Zone Change Application No. ZON 4-11-02. The Estate of Irvin C. Prouse is the property owner of 333235 Plank Line (northwest corner of Mount Elgin Road and Plank Line). Attendance: Marjorie Moulton, Representative of Estate of Irvin C. Prouse and member of Mount Elgin United Church. Linda Hammond, Member of Mount Elgin United Church Dawne Fewster, Co-Chair of Fundraising Committee for Mount Elgin United Church. Also present were: Andrea Berrie, Community and Strategic Planner, County of Oxford Len Girard, P. Eng., Girard Engineering The subject property is located on Plank Line in the Village of Mount Elgin and is legally described as Part Lot 10, Concession 4; Part Lots 2-4, Plan 203 in the Township of South-West Oxford (formerly Dereham Township). Andrea Berrie gave the Planning report for the application. Ms. Berrie said the application for zone change had been submitted to satisfy a condition of consent regarding the applicant’s recent proposal to sever industrial lands and add them to an institutional lot. The Oxford County Land Division Committee approved the noted consent proposal (File #B-11-07-04) at its regular meeting of May 5th, 2011. The Planning Report recommended that the Council of South-West Oxford approve the zone change application in principle only, whereby lands identified are to be rezoned from “General Industrial Zone (MG)” and “Institutional Zone (I)” to “Special Institutional Zone (I-6)” to allow the reconstruction of a church on the enlarged lot. Ms. Berrie said the westerly back portion of the property does not have the dimensions contained in the survey; which is required for Schedule A of the By-Law as well as the Key Map. Therefore, approval in principle only is recommended. Ms. Berrie said the construction is to take place during the summer of 2012. Dawne Fewster noted that she supports the approval of the application. Mr. Girard said they are still in preliminary stages with some aspects of the building and will provide the completed survey in the immediate future. No one else spoke in favour of or in opposition to the application. The Chair declared the Public Meeting concluded.


Resolution No. 3 Moved by Jim Pickard Seconded by D. Anne Vanhoucke RESOLVED that the Public Meeting now be adjourned. DISPOSITION: Motion Carried The Council meeting was resumed at 9:24 a.m. Resolution No. 4 Moved by George Klosler Seconded by George Way RESOLVED that zone change application No. ZON 4-11-02 Applicant: Estate of Irvin C. Prouse Part of Lot 10, Concession 4; Part Lots 2-4, Plan 203, Township of South-West Oxford (formerly Dereham Township), to rezone Subject land from General Industrial Zone (MG) and Institutional Zone (I) to Special Institutional Zone (I-6) be approved in principle with an up-to-date survey to be submitted by the applicant. DISPOSITION: Motion Carried STAFF REPORTS Bill Freeman Works Superintendent’s Report/Deputy Treasurer Report D.T./W.D. 15-2011 Non-Budgetary Items – Re: Parks; Foldens, Brownsville, Beachville The joint report recommended that Council allow for funds to be used from the General Reserve if needed to cover the following unexpected expenses in 2011:

• Foldens Park – 5 large trees to be removed @ $3,725 plus tax • Brownsville Park – Removal of light standards @ $500.00 plus tax • Beachville Parks – New lawn mower purchase @ $3,940.00 plus tax (including

trade-in) Councillor Pickard noted that there is a dangerous tree in Sweaburg Lions Park that needs to be cut down. Work’s Superintendent Freeman noted that Thomas Tree Removal had been contracted to remove the tree and that he would follow up with the contractor. Resolution No. 5 Moved by Jim Pickard

Seconded by George Way RESOLVED that D.T. /W.D. Report No. 15-2011 be approved. DISPOSITION: Motion Carried

Chief Building Official Dwayne Daniels, Building Department Report No. BD 10A-2011 Permits and Construction - June The report outlined the building activity for the month of June as follows:


Description June 2011 Year-to-Date 2011

Permits Issued 27 96 Construction Value $910,955 $16,585,711 Permit fees collected $8,193 $123,225

Resolution No. 6 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that the Building Department Report No. B.D. 10A-2011 be received. DISPOSITION: Motion Carried Drainage Superintendent’s Report No. D.D. 11-2011 Report on Loweville Pond The report noted that there are no records on the capacity of the pond or the amount of runoff from all the lands within the watershed. He recommended that before the Municipality was to assume ownership of the pond more information would be required to determine the value of the pond for recreation, costs associated with stormwater management as well as the provision of an outlet for tile drains. He also noted that the current pond’s status and its’ outlet are not designed for today’s standards. Resolution No. 7 Moved by George Klosler Seconded by George Way RESOLVED that Drainage Superintendent’s Report No. D.D. 11-2011 be received. DISPOSITION: Motion Carried PLANNING ADJOURN FOR COMMITTEE OF ADJUSTMENT HEARING Planning Applications as follows:

1. A-3/11 Minor Variance request by James & Patricia Medai, 43224 Zenda Line, Tillsonburg , Ontario

2. A-4/11 Minor Variance request by Jack and Grace Walda, 17 Loweville Road, Beachville, Ontario.

Resolution No. 8 Moved by Gerry Mitchell Seconded by Ron Sackrider

RESOLVED that Council adjourn at 10:17 a.m. in order that a meeting of the Committee of Adjustment may be held.

DISPOSITION: Motion Carried STAFF REPORTS By-Law Enforcement Officer’s Report No. B.E.O. 02-2011 The report provided information to Council on the current By-Law enforcement issues within the Township of South-West Oxford.


Resolution No. 9 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that the By-Law Enforcement Officer’s Report No. B.E.O. 02-2011 be received. DISPOSITION: Motion Carried Dianne Harnett, Deputy Clerk Report No. 13-2011 Community Safety Zone Public Meeting – Mount Elgin Update Deputy Clerk Harnett said a public meeting was held at the Mount Elgin Community Hall informing the area residents of the MTO Report received with the suggested direction the Township should take to address the speed of drivers through the Village. Ms. Harnett said there was a very good turnout and questions were answered by Sgt. Tim Clark, OPP and Kevin Plut, Traffic Division at the MTO. Resolution No. 10 Moved by George Klosler Seconded by Ron Sackrider RESOLVED that the Council of the Township of South-West Oxford recommend that staff further investigate and implement a community safety zone on Mount Elgin Road within the Mt. Elgin Village limits and that Work’s Superintendent Bill Freeman contact Oxford County Public Works Department to have them investigate the implementation of a Community Safety Zone on County Road 18 within the Mount Elgin Village limits. DISPOSITION: Motion Carried PLANNING ADJOURN FOR COMMITTEE OF ADJUSTMENT HEARING Planning Application as follows:

1. A-5/11 Minor Variance request by Dale and Kristine Hadland, 584356 Beachville Road, Beachville, Ontario.

Resolution No. 11 Moved by Jim Pickard Seconded by George Way

RESOLVED that Council adjourn in order that a meeting of the Committee of Adjustment may be held.

DISPOSITION: Motion Carried DELEGATION ROB WALTON, DIRECTOR OF PUBLIC WORK’S, COUNTY OF OXFORD & MICHAEL BRAGG, C.A.O., COUNTY OF OXFORD Mr. Walton noted that the Loweville pond property was transferred to County ownership in 1975. South-West Oxford Township historically has dealt with the pond and the maintenance of the property surrounding it as a park/recreational area. Mr. Walton reviewed correspondence #261 dated July 5, 2011 which requests the Township to take ownership of the Loweville pond and park area as follows:


• The County will pay for all survey costs and its’ legal costs to transfer the property, in excess of the 0.25 hectares for the well site;

• The large tree discussed in the September 2010 letter has been removed and the County agrees to remove and trim several other trees as recommended by Township Work’s Superintendent Bill Freeman;

• The County will pay $15,000.00 to the Township

The total cost to the County for this proposal is estimated at $23,000.00. He noted that the proposal must meet the terms of the County of Oxford procedural By-Law and must have the approval of County Council prior to moving forward. Mr. Walton summarized the following:

• Parks and Recreation does not fall under the jurisdiction of the County in the Municipal Act (Loweville is the only park property that the County has);

• The drainage scheme developed by the developer in the 1960’s includes a 30-inch pipe which lies underneath the road and will eventually need to be replaced;

• He noted that the Township should have an easement registered for another portion of pipe located on private property so future maintenance can be completed;

• The County is receiving complaints about the appearance and smell of the pond; • Oxford Public Health will have a look at the pond to determine if there is a

mosquito problem. Drainage Superintendent Wray Ramsay noted the following:

• Ministry of Natural Resources will have to assess the pond for species at risk; • Conservation Authority will have input regarding any cleanout, changes etc. to

the pond; • Any update should include an Engineer’s report; • The estimated cost of dredging the pond is $20,000.00.

Council requested Mr. Ramsay to obtain an Engineer’s report on the costs associated with dredging the pond. Fencing requirements should also be addressed. Mr. Walton noted that the County has no intention of dredging the pond and the property is surplus to its’ needs. He also stressed that any money paid to maintain the property or to transfer it to the Township’s ownership is paid for by all small water system users in Oxford County. Resolution No. 12 Moved By D. Anne Vanhoucke Seconded by George Klosler RESOLVED that the discussion on Loweville Pond be deferred until the August 16, 2011 Council meeting to allow staff enough time to gather information. DISPOSITION: Motion Carried


GORD HOUGH, CORPORATE MANAGER OF COMMUNITY AND STRATEGIC PLANNING FOR OXFORD COUNTY – RE: ANNEXATION IN COUNTY Andrea Berrie, Planner, County of Oxford Planning Dept. was also in attendance. Mr. Hough provided a brief history of municipal boundary adjustments. He noted that in 1990 the boundary adjustment went through the planning process and the completed background work was done in advance of the process. This has now changed allowing municipalities to determine their own local growth boundaries prior to the development of secondary plans. The County of Oxford Official Plan looks at a twenty year time frame for community growth.

Mr. Hough outlined the various reference materials that the County uses when looking

at future growth in the County. Council requested the County Planning department to provide more information from a planning perspective for the area of annexation being proposed by the Town of Ingersoll. It also requested that the existing vacant industrial properties in Ingersoll be included. The information should also be forwarded to the Township of Zorra as well as the Town of Ingersoll. Mr. Hough noted that the Hemson Report as well as vacant land studies are available on the County of Oxford website. PLANNING & ZONING Oxford County Community and Strategic Planning – Amended Consent Application No. B11-16-4, 711458 (Council Comments) The above-noted application for consent was considered by the Land Division committee at its meeting of July 7, 2011 and was deferred at the request of the owner for one month in order for him to further review the application with the prospective purchaser and the prospective purchaser’s agent. Council had no objections to the amended consent application. Chief Jeff Smith, Fire Department Report No. F.D. 16-2011 Fire Service Activities – June The report outlined his work activities for the month of June. Station #1 – Brownsville

• Retirement function for retired District Chief Dirk Verboom was held at Brownsville Hall on June 18, 2011.

Station #2 – Mount Elgin • Station’s 40th Anniversary was held on Saturday, July 16th from 11:00 a.m. to

2:00 p.m. Station #3 – Beachville

• Training is continuing at the vacant house which was donated by a local resident. Once the training is completed the structure will be removed by the owner.

Other Chief Smith noted he was present for the balloon testing of the hood systems in the commercial kitchens at the East Bound 401 Service Centre.


Resolution No. 13 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that Fire Department Report No. F.D. 16-2011 be received. DISPOSITION: Motion Carried Chief Jeff Smith, Fire Department Report No. F.D. 17-2011 Bunker Gear Replacement The report outlined the life expectancy of bunker gear under the Occupational Health & Safety Act Regulations. Bunker gear is the protective coat and pants worn by fire fighters for protection from heat, flame and cuts. Chief Smith said there is a ten year service life which commences from the date of manufacture (not the date of use). The life expectancy can be reduced depending on use. Fire fighters cannot do any interior structure firefighting if the bunker gear is not safe. He said there are roughly 60 sets of gear being maintained and replaced over a 10 year rotation. Fire Chief Smith noted he is working through the budget process to increase the bunker gear rotation with the goal of having two sets of gear for each fire fighter. This would allow for an alternate set of gear to be available when the other set is sent away for cleaning/repair. Councillor Vanhoucke asked if the reserve money that was allotted for fire equipment/training could be used to accelerate this process. CAO Greb will check the conditions under which the money was given to the Township and will report back at the next regular Council meeting in August. Resolution No. 14 Moved by Gerry Mitchell Seconded by Jim Pickard RESOLVED that Fire Chief’s Report No. F.D. 17-2011 be received. DISPOSITION: Motion Carried Fire Chief Smith noted the following:

1. A burn ban has been issued as of July 15, 2011 and will continue until adequate rain is received. The notice has been posted on the Township website and has been announced on the local radio stations.

2. The Beachville Pumper is out of service for repairs at an estimated cost of $5,000.00. A seal has failed allowing water into the transfer case causing bearings and other components to be damaged.

Council requested Fire Chief Smith to provide up-to-date statistics for fire/emergency calls at the next regular Council meeting. Chief Smith will check with the District Chiefs for possible tour dates for Council to visit the three Fire Halls.


Diane Larder, Deputy Treasurer Report No. 13-2011 Financial Report Summary The report provided Council with an up-to-date financial report as of June 30, 2011 for revenues and expenditures. Total Budget: $6,669,451.00 Expenses $2,184,563.00 (Total Expenditures as of June 30, 2011) Revenue $1,818,516.00 (Total Revenues as of June 30, 2011) Deputy Treasurer Larder noted that large expenditures would be forthcoming as public works projects are completed. She indicated that the 2009 Financial Information Return (FIR) has been received by the Province which should trigger payment of all outstanding installments of the OMPF grant to the Township. Council noted the following:

• some corrections were needed as the computer generated report showed discrepancies in some of the categories (i.e. economic development)

• large fuel variances on some of the public work’s equipment (i.e. Volvo Grader and Truck #58) should be addressed by Work’s Superintendent Freeman.

Deputy Treasurer Larder noted that the Work’s Superintendent receives monthly financial reports and she would address all concerns to ensure that any errors are corrected. Resolution No. 15 Moved by Ron Sackrider Seconded by Jim Pickard RESOLVED that Deputy Treasurer’s Report No. 13-2011 be received with corrections to be made. DISPOSITION: Motion Carried Diane Larder, Deputy Treasurer Report No. 14-2011 Financial Report Summary-2 The report clarified the definition of ‘materials’ in the 2009 financial statements. All items that were listed in the Township’s general ledger that did not fall into the ‘contracted out’ or ‘contracted services’ and were not categorized as salaries, or financial expense were allocated to materials. Some examples of this are; conferences, memberships, travelling expenses, telephone, building maintenance, etc. Resolution No. 16 Moved by George Way Seconded by George Klosler RESOLVED that Deputy Treasurer’s Report No. 14-2011 be received. DISPOSITION: Motion Carried ADJOURN FOR LUNCH


Council adjourned for lunch at 12:10 p.m. and resumed the meeting at 12:58 p.m. COURT OF REVISION APPOINTMENT OF MEMBERS TO COURT OF REVISION FOR MUNICIPAL DRAINS Hadcock Drain 2011 Councillor George Klosler declared a pecuniary interest regarding the Hadcock Drain. Resolution No. 17 Moved by Anne Vanhoucke Seconded by Ron Sackrider RESOLVED that the following persons be appointed as members of the Court of Revision for the Hadcock Drain 2011: CHAIRPERSON: George Way MEMBER: Ron Sackrider MEMBER: Gerry Mitchell DISPOSITION: Motion Carried Markus Drain 2011 Resolution No. 18 Moved by George Klosler Seconded by George Way RESOLVED that the following persons be appointed as members of the Court of Revision for the Markus Drain 2011: CHAIRPERSON: George Klosler MEMBER: George Way MEMBER: Gerry Mitchell DISPOSITION: Motion Carried Campbell Drain 2011 Resolution No. 19 Moved by George Klosler Seconded by George Way RESOLVED that the following persons be appointed as members of the Court of Revision for the Campbell Drain 2011: CHAIRPERSON: Ron Sackrider MEMBER: Jim Pickard MEMBER: David Mayberry DISPOSITION: Motion Carried STAFF REPORTS (continued) Dianne Harnett, Deputy Clerk Report No. 14-2011 Clerk’s Department / Administration Report The report provided Council with an update on the activities of the Clerk’s Department.

• Active planning files • New Township website soon to be implemented


• New By-Law Enforcement Tracking Software • AGCO Lottery Training Session attended by Deb Barnes and Deputy Clerk • iCompass new Council e-Agenda software

Resolution No. 20 Moved by Jim Pickard Seconded by George Way RESOLVED that Deputy Clerk’s Report No. 14-2011 be received. DISPOSITION: Motion Carried C.A.O Mary Ellen Greb Report No. 13-2011 Succession Plan for the “Works Superintendent” Position The report provided Council with information about the administration’s succession plan for the Township Works Superintendent’s position. It noted that some Works Department staff have been identified as having potential to move into this position. Education and on-the-job development is being utilized for this purpose. The Township should also be looking at creating a full-time lead hand position, in part for succession planning but also to address the increased responsibilities and work being taken on by public works to deal with parks and recreation issues. CAO Greb will provide a report at the August or early September Council meeting addressing the increased scope of work carried out/supervised by the Work’s Department and the development of the proposed lead hand position. Resolution No. 21 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that Council receive Report CAO 13-2011 as information. DISPOSITION: Motion Carried C.A.O. Mary Ellen Greb Report No. 14-2011 Request for Christmas Office Closure 2011 The report noted that the office has been closed over the Christmas season since 2000. As in past years the voice mail system will continue to operate during the Christmas shutdown and messages will be retrieved and answered by Staff. Resolution No. 22 Moved by George Klosler Seconded by George Way RESOLVED that the administrative office be closed at 12:00 noon Friday, December 23, 2011 to re-open on Monday, January 2, 2012 at 9:00 a.m. (8:00 for Drainage and Building) with affected staff to use vacation time, public holidays and accumulated lieu time to cover the time off. DISPOSITION: Motion Carried C.A.O. Mary Ellen Greb Report No. 16-2011


Drainage Assessment Re-apportionments for Approval Severance B-10-26-4 Resolution No. 23 Moved by Jim Pickard Seconded by George Way RESOLVED that the drainage reapportionments outlined in the documents attached to Report No. C.A.O. 16-2011 be approved for the following drains as required by severance application B-10- 26-4:

• Gay Drain 2009 – Open Ditch • Gay Drain 1971 Tile Portion MD • Gay Drain 1971 Tile Portion Br. 3 • Catfish Creek Drain

DISPOSITION: Motion Carried ADJOURN FOR COURT OF REVISION Hadcock Drain, Markus Drain, Campbell Drain Resolution No. 24 Moved by George Klosler Seconded by George Way RESOLVED that the Council adjourn for Court of Revision of the Hadcock Drain 2011, Markus Drain 2011 and the Campbell Drain 2011at 1:15 p.m. DISPOSITION: Motion Carried The council meeting resumed at 2:20 p.m. APPROVAL OF MINUTES June 21, 2011 - Regular Minutes of Meeting Resolution No. 25 Moved by George Way Seconded by George Klosler RESOLVED that the minutes of the June 21, 2011 Regular Council Meeting be approved. DISPOSITION: Motion Carried NEW BUSINESS STAFF REPORTS Wray Ramsay, Drainage Superintendent’s Report No. D.D. 10-2011 Results of Tenders for the Hadcock, Markus and Campbell Drains

Bidder Hadcock Drain (including hst)

Markus Drain (including hst)

Campbell Drain (including hst)

Van Bree Drainage and Bulldozing

$96,253.40

$75,529.20

$206,935.49

A.G. Hayter Contracting Ltd.

$103,849.83

$78,987.00

$216,239.63

Engineer’s Estimate

$106,417.75

$78,263.80

$214,293.20


He recommended that tenders totaling $171,782.60 (including hst) be awarded as follows:

1. Hadcock Drain 2011 be awarded to Van Bree Drainage and Bulldozing Ltd. in the amount of $96,253.40 (including H.S.T.)

2. Markus Drain 2011 be awarded to Van Bree Drainage and Bulldozing Ltd. in the amount of $75,529.20 (including H.S.T.)

He also recommended that the tender for the Campbell Drain 2011 be deferred to allow for a possible appeal to the Ontario Drainage Tribunal. If no appeal is filed the tender can be awarded at the August 16, 2011 Council meeting. Resolution No. 26 Moved by George Way Seconded by George Klosler RESOLVED that the tenders for Van Bree Drainage and Bulldozing Ltd. in the amount of $171,782.60 (including hst) be accepted. DISPOSITION: Motion Carried AGENDA ITEMS CORRESPONDENCE #244 – Woodstock and Area Community Health Centre – Fact Sheet, Letter of Support to assist in its efforts to secure its permanent site #284 – Thames Valley District School Board – Disposition of property – Beachville Public School Resolution No. 27 Moved by George Way Seconded by Jim Pickard RESOLVED that Item No. #244, #284 be noted and filed DISPOSITION: Motion Carried #256 – George Beard (Member of the Brownsville Community Complex Board – Notice of Resignation after 34 years of volunteering Resolution No. 28 Moved by George Klosler Seconded by Ron Sackrider RESOLVED that a letter of appreciation be sent to George Beard for his many years of volunteer service. DISPOSITION: Motion Carried #260 – City of London – CBC Leaving London Resolution No. 29 Moved by George Klosler Seconded by Ron Sackrider RESOLVED that staff send a letter of support expressing concern over the loss of the CBC tower in London, Ontario. DISPOSITION: Motion Carried


#261 – Oxford County Public Works – Loweville Pond, Beachville Deferred to the August 16, 2011 Council meeting #273 – Township of North Stormont – Resolution asking all municipalities to forward $100.00 to the fire ravaged Community of Slave Lake, Alberta Resolution No. 30 Moved by Jim Pickard Seconded by Ron Sackrider RESOLVED that the Township of South-West Oxford send $100.00 to the municipality of Slave Lake, Alberta. DISPOSITION: Motion Carried #265 – Deb Holcombe (Treasurer of Brownsville Community Centre) – Letter of Resignation Council requested Item #265 be moved to Closed Session STAFF REPORTS (continued) Chief Jeff Smith, Fire Department Report No. 18-2011 Establishing & Regulating By-Law The report recommended that Council pass the proposed Establishing and Regulating for fire services which had been presented at the June 7, 2011 Council meeting. Chief Smith made a power point presentation to Council outlining how fire fighting has evolved to include emergency response and how the materials used in manufacturing today provide a more hazardous condition for fire fighting. C.A.O. Greb noted that the proposed by-law will be coming to the August 16, 2011 council meeting for further consideration. Resolution No. 31 Moved by George Way Seconded by Gerry Mitchell RESOLVED that Fire Department Report No. 18-2011 be received. DISPOSITION: Motion Carried ACCOUNTS PAYABLE Resolution No. 32 Moved by George Klosler Seconded by George Way RESOLVED that the following Accounts be approved for payment: Council Report dated July 13, 2011 $2,012,724.12 HST Recoverable $20,760.23 Bi-Weekly Payroll #13-2011 $28,636.81 Bi-Weekly Payroll #14-2011 $29,607.59 Fire Hall #1 / April-June 2011 $19,516.40


Fire Hall #2 / April-June 2011 $22,828.00 Fire Hall #3 / April-June 2011 $31,884.18 Council Remuneration June 2011 $5,117.79 TOTAL $2,171,075.12

DISPOSITION: Motion Carried

INFORMATION CORRESPONDENCE ITEMS #251 – AMCTO – Livestock Damage Program – Significant Changes Effective July 1, 2011 #258 – Hatch – Notice of Final Public Meeting RE Ingersoll 1 ULC – Solar Project: RE Ingersoll 1 (August 16th) #266 – AMO – Provincial Election Check List (Check List on Desks) #267 – Drinking Water Source protection – Public Consultation on the Amended Proposed Assessment Report for the Upper Thames River Source Protection Area Resolution No. 33 Moved by Gerry Mitchell Seconded by Ron Sackrider RESOLVED that Items #251, 258, 266, 267 be noted and filed. DISPOSITION: Motion Carried BY-LAWS AND AGREEMENTS By-Law No. 29-2011 – Markus Drain 2011 Third and Final Reading Resolution No. 34 Moved by Jim Pickard Seconded by George Way RESOLVED that the By-Law to provide for the construction of the Markus Drain 2011 be now read a third time and finally passed signed, sealed and numbered 29-2011. DISPOSITION: Motion Carried By-Law No. 30-2011 – Hadcock Drain 2011 Third and Final Reading Resolution No. 35 Moved by Jim Pickard Seconded by D. Anne Vanhoucke RESOLVED that the By-Law to provide for the construction of the Hadcock Drain 2011 be now read a third time and finally passed, signed, sealed and numbered 30-2011. DISPOSITION: Motion Carried By-Law No. 35-2011 – Agreement for the Rural Oxford Economic Development (ROED) BR+E Project First and Second Reading


Council requested that the date on the agreement for use of funds be revised to December 31, 2011 from December 31, 2010. Resolution No. 36 Moved by D. Anne Vanhoucke Seconded by George Way RESOLVED that the mover be granted leave to introduce a By-Law to enter into an agreement for the “Rural Oxford Economic Development (ROED) BR+E” Project and this shall constitute the first and second reading thereof. (By-Law No. 35-2011.) DISPOSITION: Motion Carried Third and Final Reading Resolution No. 37 Moved by George Way Seconded by D. Anne Vanhoucke RESOLVED that the By-Law to enter into an Agreement for the “Rural Oxford Economic Development (ROED) BR+E” Project be now read a third time and finally passed, signed, sealed and numbered 35-2011. DISPOSITION: Motion Carried By-Law No. 36-2011 – By-Law to authorize the execution of a Site Plan Agreement for land in Concession 2, Part of Lot 8 and part of Lot 9 Township of South-West Oxford (formerly Township of West Oxford) for the 401 Eastbound Service Centre First and Second Reading Resolution No. 38 Moved by George Klosler Seconded by George Way RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of a Site Plan Agreement for land in Concession 2, Part of Lot 8 and Part of Lot 9 in the Township of South-West Oxford (formerly the Township of West Oxford) known as the 401 Eastbound Service Station and this shall constitute the first and second reading thereof. (By-Law No. 36-2011.) DISPOSITION: Motion Carried Third and Final Reading Resolution No. 39 Moved by Gerry Mitchell Seconded by Ron Sackrider RESOLVED that the By-Law authorizing a site plan agreement for the 401 East Bound Service Centre be now read a third time and finally passed, signed, sealed and numbered 36-2011. DISPOSITION: Motion Carried


By-Law No. 37-2011 / A By-Law of the Township of South-West Oxford in the County of Oxford to provide for the maintenance of the following municipal drains: Andrus Harris Drain – DC, Blakley Drain, Bodwell Drain, Cadman Drain – 1966, Centre Branch Drain 1975, Clapton-Farrow Drain – 1976, Clear Creek Drain – Closed; Coleman Drain – 1977, Davis Drain, Dutton Drain 1970, Ellis Drain 1972, Gamsby Drain 1999, Gay Drain 1971 – Br. 1, Green Drain 1964 DC, Haycock-Spratt Drain 1976, Hiram Allin Dr. Br., Hooper Drain 1986 MD, Kloepfer Drain 1944, Layton Drain 1930, Leaman Drain 1981 DC, Lewis Drain – M10, Little Jerry Drain – 2006, Longworth Drain, Loosemore Drain, McCauley Drain, Michael-Sheahan Drain 1981, Mitchell Br. Of the Warren Drain, Mitchell Br. of the Spitler Drain, Nagle Drain 1966, North Branch Drain, Perry Drain 1978, Piper Drain 1966 – Main Upper, POW Drain, Priester Drain 2001 – Br. A, Priester Drain 2001 – Br. B, Rowson Drain – Lot 28, Salford Drain – Lower, Spitler Creek Drain – West Branch, Vincent Drain DC, Whaley Drain 1977 – Drain C, Whaley Drain 2006 – Drain A, Wilson-Nancekivell Drain 1968, Wilson Drain 1984 – Closed, Verschoyle Drain – 1976, Swartout Drain, Catfish Creek Drain, Mud Lake Drain and to raise the sum of $56,178.53 to pay therefore. First and Second Reading Resolution No. 40 Moved by George Klosler

Seconded by D. Anne Vanhoucke RESOLVED that mover be granted leave to introduce a By-Law for the maintenance of various drains within the Township of South-West Oxford for the purpose of recovering the cost of repairs and this shall constitute the first and second reading thereof. (By-Law No. 37-2011) DISPOSITION: Motion Carried

Third and Final Reading Resolution No. 41 Moved by Jim Pickard

Seconded by George Way RESOLVED that the By-Law to recover the cost of repairs for maintenance on various drains in the Township of South- West Oxford be now read a third time and finally passed, signed, sealed and numbered 37-2011. DISPOSITION: Motion Carried

By-Law No. 38-2011 / By-Law to Authorize Agreement between the Township and the Woodstock Police Services Board for fire communication services.


First and Second Reading Resolution No. 42 Moved by Gerry Mitchell

Seconded by Jim Pickard RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of an Agreement between the Corporation of the Township of South-West Oxford and the Woodstock Police Services Board for fire communication services and this shall constitute the first and second reading thereof. (By-Law No. 38-2011). DISPOSITION: Motion Carried

Final and Third Reading Resolution No. 43 Moved by George Klosler Seconded by George Way RESOLVED that the By-Law authorizing the execution of an agreement for fire communication services be now read a third time and finally passed, signed, sealed and numbered 38-2011. DISPOSITION: Motion Carried By-Law No. 39-2011 / By-Law to Authorize Borrowing for Current Expenditures during the Fiscal Year ending December 31, 2011 First and Second Reading Resolution No. 44 Moved by Gerry Mitchell Seconded by Jim Pickard RESOLVED that the mover be granted leave to introduce a By-Law to authorize borrowing from time to time to meet current expenditures during the Fiscal Year ending December 31, 2011 this shall constitute the first and second reading thereof. (By-Law No. 35-2011.) DISPOSITION: Motion Carried Third and Final Reading Resolution No. 45 Moved by George Way Seconded by George Klosler RESOLVED that the By-Law to authorize borrowing from time to time to meet current expenditures during the Fiscal Year ending December 31, 2011 be now read a third time and finally passed, signed, sealed and numbered 39-2011. DISPOSITION: Motion Carried


NEW BUSINESS Agenda Items Correspondence #278 – Trevor Pottelberg – Brownsville Park Mayor Mayberry received an email with photos of the garbage in and around the bin in Brownsville Park. The email also noted that Mr. Pottelberg was interested in moving forward with a proposal to plant a cedar hedge along the south boundary of the park property (abutting his side yard) to give his family more privacy and to stop refuse from blowing onto his property from the park. Mayor Mayberry noted that Mr. Pottelberg had since contacted him to report the garbage in the park had been cleaned up and was very appreciative of the quick action taken. Staff will look at the hedge proposal and report back to Council at the August 16 regular meeting. By-Laws By-Law No. 41-2011 to amend Campbell Drain By-Law No. 28-2011 C.A.O. Greb noted that the amendment is being made to the By-Law to allow for a 10 year repayment period as per the request of assessed property owner David Lucas. First and Second Reading Resolution No. 46 Moved by Ron Sackrider Seconded by D. Anne Vanhoucke RESOLVED that the mover be granted leave to introduce a By-Law to amend Campbell Drain By-Law No. 28-2011 to allow for a 10 year repayment period and this shall constitute the first and second reading thereof. (By-Law No. 41-2011.) DISPOSITION: Motion Carried Third and Final Reading Resolution No. 47 Moved by Gerry Mitchell Seconded by George Klosler RESOLVED that the By-Law to amend Campbell Drain By-Law No. 28-2011 to allow for a 10 year repayment be now read a third time, finally passed, signed sealed and numbered By-Law No. 41-2011. DISPOSITION: Motion Carried Strategic Planning CAO Greb said she will provide and update on strategic planning at the next regular Council meeting. Energy Committee Report Councillor Pickard reported that the Energy Committee met with Jason Hagan, LAS Program Coordinator (in Scott Vokey’s absence). Also in attendance were Mayor


Mayberry, Councillor Klosler, Councillor Way, Committee member Jay Heaman and staff member Deputy Clerk Dianne Harnett. Mr. Hagan provided a presentation about the FIT program. The Energy Committee recommended that the Township submit an application at no cost with the assistance of staff from LAS. Resolution No. 48 Moved by Jim Pickard Seconded by George Klosler RESOLVED that Staff contact LAS to make necessary arrangements to commence participation in the Micro/FIT program. DISPOSITION: Motion Carried Staff Report C.A.O. Mary Ellen Greb’s Report No. 17-2011 Boundary Adjustment Discussions – Town of Ingersoll The report recommended that Council pass a resolution to appoint South-West Oxford Mayor David Mayberry and C.A.O. Mary Ellen Greb to sit on Committee with representatives from the Town of Ingersoll, Township of Zorra and staff from the County of Oxford. Resolution No. 49 Moved by Ron Sackrider Seconded by D. Anne Vanhoucke RESOLVED that Mayor and CAO be appointed to sit on a committee with representatives from the Town of Ingersoll, Township of Zorra and staff from the County of Oxford to evaluate annexation proposals made by the Town of Ingersoll. DISPOSITION: Motion Carried County Pump House, Mt. Elgin Quotation Councillor Klosler asked if staff could investigate how the tender process was carried out for work on the County pump house in Mt. Elgin. Councillor Klosler received a call from Ralph McLeod (McLeod Drilling) who was not aware the County was calling tenders for this work. CAO Greb said she will follow up with Deb Goudreau at the County Public Works department. Halls & Park Boards Committee C.A.O. Greb noted that 4 members of Council form part of this committee and as such it could be interpreted as a Council meeting due to a quorum of Council being present. She recommended that this Committee have further discussion during the next Council meeting. Sweaburg School Purchase Councillor Pickard noted he had a brief meeting with individuals that are interested in fundraising for the former Sweaburg School property site. The group is striving for a public meeting at the Sweaburg United Church on Wednesday, September 7th. At that


time Councillor Pickard said they will elect an Executive and create a plan for raising capital. He noted the group understands it is responsible for paying back the Township for a portion of the school property purchase however it wishes to utilize some of the dollars raised to improve the ball diamond at the former Sweaburg School property. This would assist a great deal in handling the overflow in usage from the Sweaburg Lions ball diamond. CAO Greb noted once the committee develops the flyer Township staff will assist the Sweaburg Fundraising Committee with the copying and distribution of material for the tentative September meeting. CLOSED SESSION Council held a closed session to discuss C.A.O. Report No. 15-2011 / Proposed Compensation Plan for Acting Status Resolution No. 50 Moved by Ron Sackrider Seconded by Gerry Mitchell

RESOLVED that Council hold a closed meeting in order to address a matter pertaining to:

• Personal matters about an identifiable individual, including municipal or local board employees.

DISPOSITION: Motion Carried Council went into Committee of the Whole “in camera” at 3:52 p.m. and reconvened “in public” at 4:45 p.m. Thames Trail (Oxford Street Property in Beachville Councillor Gerry Mitchell noted he was informed by Mike Hawkins of the Trail Committee that more gravel would be added to the trail when the timing works out. ADJOURNMENT Resolution No. 51 Moved by George Way Seconded by George Klosler RESOLVED that there being no further business Council adjourn at 4:47p.m. DISPOSITION: Motion Carried These minutes were adopted by Council on the 16th day of August, 2011. ______________________________ ______________________________ MAYOR: David Mayberry CLERK: Mary Ellen Greb

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