Minutes

Council meeting

Municipality of West Grey

Tuesday, October 05, 2021 at 9:00 A.m. - 12:00 P.m.

Virtual meeting

Council members present:

• Mayor Christine Robinson,
• Deputy Mayor Tom Hutchinson,
• Councillor Beth Hamilton,
• Councillor Rebecca Hergert,
• Councillor Doug Hutchinson,
• Councillor Geoffrey Shea,
• and Councillor Stephen Townsend

Staff members present:

• CAO/Deputy Clerk Laura Johnston,
• Director of Administration/Clerk Genevieve Scharback,
• Director of Infrastructure and Public Works Vance Czerwinski,
• Recreation Supervisor Kodey Hewlett,
• and Director of Finance/Treasurer Kerri Mighton

---

1.

Call to Order

Mayor Robinson called the meeting to order at 9:01 a.m.

Staff reviewed instructions for members of the public to participate via Zoom, telephone, and how to contact staff for assistance if disconnected. It was noted that this meeting will be livestreamed to the West Grey YouTube channel.

2.

Moment of Reflection

Mayor Robinson called for a moment of reflection.

3.

Declarations of Pecuniary Interest and General Nature Thereof

None.

**do we include Councillor Hamilton's pecuniary interest for 11.3.1 here or when she declared it?

4.

Delegations/Presentations

4.1

Presentation - Tony Commisso, Intact Public Entities - Municipal Insurance

Tony Commisso and Tracey Eso with Intact Public Entities provided a presentation regarding advice for responding to constituents and the media, and documenting information when incidents result in damage, noting to report any incidents to the appropriate staff member.

5.

Public Meetings

** after resolution

Council reconvened in the regular council meeting at 9:41 a.m.

• Resolution: 462-2021
  Moved: Deputy Mayor Hutchinson
  Seconded: Councillor Townsend

  That West Grey council adjourns at 9:27 a.m. for the purpose of proceeding into a public meeting, pursuant to section 34 of the Planning Act to review a proposed amendment to West Grey zoning bylaw no. 37-2006.

  Disposition: Carried

6.

Comment Period

Clerk Scharback read the written comment received from Robert J. Miller in reference to item 11.2.1 Pelletier - Request to purchase municipal lands in which he expressed his concerns about selling the unmaintained portion of Concession 14 between 20th Sideroad and Mulock Road.

Marg Krauter expressed her appreciation regarding the paving of Concession 2 and her concerns for the safety of the curve, suggesting haul routes be reviewed.

7.

Unfinished Business

None.

8.

Adoption of Minutes

8.1

September 13, 2021 public meeting

8.2

September 21, 2021 council meeting

• Resolution: 463-2021
  Moved: Councillor Townsend
  Seconded: Councillor Hutchinson

  That the minutes of the public meeting of September 13, 2021 and the regular council meeting of September 21, 2021 are hereby approved as circulated.

  Disposition: Carried

9.

Committee and Board Reports

9.1

Elmwood Community Centre Board - August 3, 2021 minutes

9.2

Saugeen Municipal Airport Commission - August 30, 2021 minutes

9.3

West Grey Traffic Safety Working Group - September 8, 2021 minutes

Deputy Mayor Hutchinson explained that during the bi-annual commercial truck enforcement with the Ministry of Transportation (MTO) the 50% out of service rate was based on all violations, not only mechanical failures.

Councillor Townsend noted discussion during the September 8, 2021 meeting included the group's focus to address traffic safety matters at a high level and review of the current parking bylaw.

• Resolution: 464-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Townsend

  That council consider enhancing or revising the terms of reference and mandate for the group such that it continues to work on speeding as one of its prime focuses but also continue collaboration with the Director of Infrastructure and Public Works and the Chief of Police to identify and address other areas that it could provide support on, and come back to council with a revised mandate after that collaboration.

  Disposition: Carried
• Resolution: 465-2021
  Moved: Deputy Mayor Hutchinson
  Seconded: Councillor Hergert

  The minutes of committees and boards are hereby received.

  Disposition: Carried

10.

Correspondence

10.1

Items requiring action

10.1.1

N. Reg Sonnenberg - Sideroad 5 Speed Limit Safety Issue

• Resolution: 466-2021
  Moved: Councillor Hutchinson
  Seconded: Deputy Mayor Hutchinson

  That council hereby directs that this matter be referred to the West Grey Traffic Safety Working Group for consideration and a recommendation.

  Disposition: Carried

10.2

Items for information

10.2.1

Durham Agricultural Society - Thank you letter

10.2.2

Saugeen Valley Children's Safety Village - Thank you letter

**After resolution

Council recessed at 10:18 a.m. and reconvened at 10:35 a.m.

• Resolution: 467-2021
  Moved: Councillor Hergert
  Seconded: Councillor Hutchinson

  That council hereby receives all correspondence items not otherwise dealt with.

  Disposition: Carried

11.

Staff Reports

11.1

Director of Infrastructure and Public Works

11.1.1

Concession 2 WGR truck traffic

Director Czerwinski provided background information for his recommendation within his report.

• Resolution:
  Moved: Councillor Townsend

  That the motion be amended by removing "reduce speed" and adding "and further that staff investigate options for alternate hauling routes in West Grey before considering the recommendations."

  Disposition: Deferred
• Resolution: 468-2021
  Moved: Councillor Hergert
  Seconded: Councillor Townsend

  That the main motion be deferred until this item has been considered by the West Grey Traffic Safety Working Group.

  Disposition: Defeated
• Resolution: 469-2021
  Moved: Councillor Shea
  Seconded: Councillor Hergert

  That the main motion be amended by adding "and further that the West Grey Traffic Safety Working Group work together with staff to review alternate truck routes over the next year.

  Disposition: Carried
• Resolution: 470-2021
  Moved: Councillor Hamilton
  Seconded: Deputy Mayor Hutchinson

  That report Concession 2 WGR Truck Traffic be received, and further,

  That council approves the following recommendations: maintain existing restrictions, reduce speed and install additional warning signage,

  And further that the West Grey Traffic Safety Working Group work together with staff to review alternate truck routes over the next year.

  Disposition: Carried

11.2

Manager of Planning and Development

11.2.1

Pelletier - Request to purchase municipal lands

Planner Spencer noted that additional comments were received by Robert J. (Bob) Miller and read under item 6, Comment Period.

Planner Spencer also noted that she is recommending disposal of the entire portion of the unopened road allowance discourages a checkerboard effect of sections being disposed of and will not land-lock any property owners. She indicated that all property owners have the option to purchase the unopened road allowance.

• Resolution: 471-2021
  Moved: Councillor Hutchinson
  Seconded: Councillor Shea

  That council receive report – Request for purchase of lands – Pelletier, and further

  That council declare a portion of the lands along Concession 14 NDR as surplus, and further

  That council direct staff to commence the municipal disposal of property process in accordance with by-law 23-2008, and further

  That council support staff’s further recommendation that the lands be sold in their entirety for clarity, which is identified as those lands identified as the entire portion of Concession 14 NDR between the 20^th Sideroad NDR and Mulock Road.

  Disposition: Carried

11.3

Director of Finance/Treasurer

11.3.1

Grants to Organizations 2021

Councillor Hamilton declared a pecuniary interest due to being a paid member of the Neustadt-Normanby-Carrick Agricultural Society.

It was suggested that hospital and foundation grant requests be considered separately during the next review of the policy.

• Resolution: 472-2021
  Moved: Councillor Townsend
  Seconded: Councillor Hergert

  That West Grey council approve the disbursement of the 2021 grants as follows:

  • $1,000.00 to the Neustadt-Normanby-Carrick Agricultural Society
  • $1,500.00 to the West Grey Soccer Club
  • $13,500.00 to the Durham Hospital Foundation for physician recruitment; and

  That funds be disbursed as soon as possible.

  Disposition: Carried
• Resolution:

  Seeking council direction on the requests for 2021 grants.

  Disposition:

12.

Questions

Councillor Hergert requested an update regarding playground equipment and the bleachers in Ayton. Corporator and Community Initiatives Officer Hewlett advised that the playground equipment is expected to be installed in November including a number of accessible options. He advised that the accessibility was an important factor in choosing the playground equipment and is expected to be installed in November.

Councillor Townsend asked if there was consideration for terminating the COVID-19 emergency declaration. Mayor Robinson responded that the matter is reviewed in collaboration with Grey County municipalities. At this time the West Grey Emergency Control Group has deemed it necessary to continue with the emergency declaration in place.

Councillor Shea requested clarification on the request to purchase unopened road allowance by Yvonne Pelletier noting that her intent was to request to purchase only a portion of the road allowance identified in Planner Spencer’s report. Staff will clarify the original request and report back to provide clarity to council.

13.

Bylaws

13.1

Bylaw 73-2021 - Durham Community Centre Concession Stand Lease Agreement

It was noted that the ending date of the lease agreement in item 4, Term, will be corrected to read the 30th day of April, 2022.

• Resolution: 473-2021
  Moved: Councillor Hutchinson
  Seconded: Deputy Mayor Hutchinson

  That the main motion be amended by removing the portion of the lease agreement prohibiting the sale of energy drinks.

  Disposition: Carried
• Resolution: 474-2021
  Moved: Deputy Mayor Hutchinson
  Seconded: Councillor Townsend

  That bylaw 73-2021, being a bylaw to approve and authorize the execution of a lease agreement for the Durham Community Centre Concession Stand, be read a first, second and third and final time, as amended.

  Disposition: Carried

13.2

Bylaw 74-2021 - Transfer Payment Agreement - COVID-19 Resilience Infrastructure Stream

• Resolution: 475-2021
  Moved: Councillor Hergert
  Seconded: Councillor Townsend

  That bylaw 74-2021, being a by-law to authorize entering into an Ontario Transfer Agreement (Investing in Canada Infrastructure Program (ICIP) COVID-19 Resilience Infrastructure Stream) between the Municipality of West Grey and Her Majesty the Queen in right of Ontario as represented by the Minister of Infrastructure (the “Province”) for the Rehabilitation of West Grey Parks and Trails project, be read a first, second and third and final time.

  Disposition: Carried

13.3

Bylaw 75-2021 - Zoning amendment Part Lot 1, Plan 55, Part 2, RP 16R5433, Township of Bentinck (ZA18.2021 - Deblock)

• Resolution: 476-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Hergert

  That bylaw 75-2021, being a bylaw to amend zoning bylaw 37-2006 for property known as Part Lot 1, Plan 55, Part 2, RP 16R5433, Township of Bentinck - Deblock, be read a first, second and third and final time, as amended by adding "the lands are subject to site plan control" to the enactment portion of the bylaw.

  Disposition: Carried

13.4

Bylaw 76-2021 - Confirming the proceedings of council

• Resolution: 477-2021
  Moved: Deputy Mayor Hutchinson
  Seconded: Councillor Shea

  That bylaw 76-2021, being a bylaw to confirm the proceedings of council, be read a first, second and third and final time.

  Disposition: Carried

14.

New Business

14.1

Notice of motion - Memorandum of Understanding with West Grey Police Services

• Resolution: 478-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Townsend

  Whereas the Municipality of West Grey and West Grey Police Services has a long-standing collaborative relationship of sharing services and resources;

  Whereas the development of a Memorandum of Understanding (MOU) which documents shared resources and services is useful for succession planning;  

  Therefore, be it resolved that West Grey municipal staff develop an MOU in coordination with West Grey Police Services which outlines the agreed upon sharing of resources including (but not limited to) municipal staff support, facility maintenance support, marketing and communications, legal services and other services such as traffic control, bylaw enforcement, and training etc.

  Disposition: Carried

14.2

Notice of motion - Protocol for sharing of information

• Resolution: 479-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Hergert

  Whereas on August 3, 2021 the West Grey Police Services Board presented to council amendments to the “Protocol for the Sharing of Information between the West Grey Police Services Board and the Council of the Municipality of West Grey”;

  Therefore, be it resolved that the protocol be included on an upcoming council agenda for council’s consideration to be ratified by bylaw at a subsequent council meeting.

  Disposition: Carried

14.3

Notice of Motion - Saugeen Municipal Airport agreement

Mayor Robinson called for a recorded vote. (480-2021)

Deputy Mayor Hutchinson called for a recorded vote. (481-2021)

• Resolution: 480-2021
  Moved: Councillor Hergert
  Seconded: Councillor Townsend

  That the Notice of motion - Saugeen Municipal Airport agreement, item 14.3, be deferred until such time as council has had an opportunity to receive the presentation from the Saugeen Municipal Airport executive.

  	For:	Against:
  Mayor Robinson		X
  Deputy Mayor Hutchinson		X
  Councillor Shea	X
  Councillor Hamilton	X
  Councillor Hutchinson		X
  Councillor Hergert	X
  Councillor Townsend	X
  Results	4	3

  Disposition: Carried
• Resolution: 481-2021
  Moved: Deputy Mayor Hutchinson
  Seconded: Councillor Hutchinson

  Whereas the Saugeen Municipal Airport is a shared asset between Brockton, Hanover and West Grey and has an agreement in place that requires a 2 year notice of leaving; and

  Whereas the agreement does not have a clause that an exiting Partner would have the option of reconsideration to stay on once notice is made; and

  Whereas the Saugeen Municipal Airport is 253 acres with two runways and has an estimated value of 5 to 6 million dollars and that West Grey owns a third of this asset; and

  Whereas any partner that provides 2 years notice to exit the Partnership, walks away and would not be entitled to any revenues from the sale of the asset if it was to ever be sold; and

  Whereas some of the Regional Airports in our area including Goderich, Stratford, Owen Sound and Wiarton are considering options to sell off their asset to the private sector and the uncertainty if there is anyone in the private sector will purchase, this has created a unique opportunity to the SMA for growth; and

  Whereas the Saugeen Municipal Airport fits under all three of our Pillars in our Strategic Vision plan, examples being, Pillar #1, Listen and empower & that we would provide a variety of opportunities for stakeholders to provide feedback online, in person or in print, build relationships, explore new cost sharing initiatives, leverage partnerships with neighboring Municipalities, Vibrant Community that we would invest in our infrastructures and be responsible stewards of the tax dollars and that we would develop funding strategies for long term asset management and to promote our community; and

  Whereas the Saugeen Municipal Airport is connected to our tourism, Economic Development, our agriculture sectors, disaster evacuation and recovery, OPP in rescue efforts, medevac flights, 24-7 plane and jet fueling, Canpass for USA pilots to land with pre-clearance and several other key elements that benefit the three Municipalities; and

  Therefore be it resolved that West Grey Council continues to support the Saugeen Municipal Airport; and further

  That a public consultation process be undertaken by the Municipality of West Grey prior to council considering any decisions regarding the current Saugeen Municipal Airport agreement or regarding changes to support of the Saugeen Municipal Airport.

  Disposition: Deferred

15.

Announcements

None.

• Resolution: 482-2021
  Moved: Councillor Townsend
  Seconded: Councillor Hergert

  That council proceeds past curfew to address matters on this agenda to 1:30 p.m., if required.

  Disposition: Carried

16.

Closed Session

 

 

 

 

 

 

 

 

• Resolution: 483-2021
  Moved: Councillor Hamilton
  Seconded: Deputy Mayor Hutchinson

  That the Council of the Municipality of West Grey does now go into a closed session at 12:50 p.m. with the CAO, Clerk, Manager of Planning and Development, Director of Finance/Treasurer, and Legislative Coordinator for the purpose of addressing  personal matters about identifiable individuals, including municipal or local board employees; proposed or pending acquisition or disposition of land by the municipality or local board; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

  Disposition: Carried

17.

Report from Closed Session

Council reconvened in open session at 1:28 p.m.

Mayor Robinson reported that council addressed matters about identifiable individuals, including municipal or local board employees; proposed or pending acquisition or disposition of land by the municipality or local board; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

• Resolution: 484-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Townsend

  That Marika Kowalsky, Bryan Schenk and Larry White be appointed to various committees of council.

  Disposition: Carried
• Resolution: 484.1-2021
  Moved: Councillor Hamilton
  Seconded: Councillor Townsend

  That staff revise and repost the request for proposal for a growth management study.

  Disposition: Carried

18.

Adjournment

• Resolution: 485-2021
  Moved: Councillor Shea
  Seconded: Deputy Mayor Hutchinson

  That we do now adjourn at 1:30 p.m., to meet again on October 5, 2021 at 2 p.m. 

  Disposition: Carried