Regular Council Meeting Agenda

Monday, September 21, 2020 at 6:00 P.m. - 9:00 P.m.

Location: https://www.youtube.com/user/EssexOntario

​Accessible formats or communication supports are available upon request.Please contact the Clerk’s Office at [e-mail] or 519-776-7336 extension 1100 or 1101.​​

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1.

Call to Order

2.

Closed Meeting Report

3.

Declarations of Conflict of Interest

4.

Adoption of Published Agenda

4.1

Regular Council Meeting Agenda for September 21, 2020

• That the published agenda for the September 21, 2020 Regular Council Meeting be adopted as presented / amended.

5.

Adoption of Minutes

5.1

Regular Council Meeting Minutes for September 8, 2020

• That the minutes of the Regular Council Meeting held September 8, 2020, be adopted as circulated.

6.

Public Presentations

6.1

Brian Curtis, DB Media

RE: Billboard Sign Request - Third Party Signs

6.1.1

Planning Report 2020-24

RE: DB Media Billboard Sign Request

• 2015 Planning Report 2015-15 Sign By-Law, By-Law 1350 and Off-Site Sign Guidelines
• Sign Application
• By-Law 1946
  Being a by-law regulating the erection of signs in the Town of Essex

• That the presentation by Brian Curtis, representing DB Media asking that Council consider their request for two permanent off-site advertising signs at two locations in the Town of Essex and Planning Report 2020-24, entitled "DB Media Billboard Sign Request", prepared by Jeff Watson, Planner, dated September 21, 2020, be received; and

  That Council approves the erection of two (2) permanent off-site advertising signs (billboards) on the agricultural lands at the following locations: on the farm east of 15647 County Road 8 and at 2776 County Road 20 East, with the provisions listed in the report; and

  That By-Law 1946, being a by-law regulating the erection of signs in the Town of Essex, be read a first, a second and a third time and finally passed on September 21, 2020.

   

7.

Unfinished Business

8.

Reports from Administration

8.1

Chief Administrative Officer (CAO), Chris Nepszy Verbal Report

RE: COVID-19 Town Response and Updates

• Office of the CAO Report 2020-07
  RE: Hybrid Council Meetings
  Power Point - Regular Meeting of Council During COVID-19

• That the Chief Administrative Officer's update on COVID-19 Town Response and Updates and Office of the CAO Report 2020-07, entitled "Hybrid Council Meetings", prepared by Chris Nepszy, Chief Administrative Officer, dated September 21, 2020, be received; and

  That Council approves a hybrid form of regular council meetings in the form and manner outlined in the report, commencing October 5, 2020, with such meetings to be based from and held in the County of Essex Council Chambers.

8.2

Drainage Report 2020-10

RE: Appointment of an Engineer under Section 78 of the Drainage Act to replace a bridge on the Long Marsh Drain

• That Drainage Report 2020-10, entitled "Appointment of an Engineer under Section 78 of the Drainage Act to replace a bridge on the Long Marsh Drain", prepared by Lindsay Dean, Drainage Superintendent, dated September 8, 2020 be received; and

  That Council appoint Rood Engineering Incorporated under Section 78 of the Drainage Act for a replacement bridge on the Long Marsh Drain.

8.3

Capital Works and Infrastructure Report 2020-07

RE: Engineering Services for Bridge Rehabilitation

• That Capital Works and Infrastructure Report 2020-07, entitled "Engineering Services for Bridge Rehabilitation", prepared by Kevin Girard, Director, Infrastructure Services, dated September 21, 2020, be received; and

  That Council awards the Engineering Services for Bridge Rehabilitation (RFP-ID-20-019) to RC Spencer Associates Inc. in the amount of $50,371.20 including all non-refundable HST; and

  That Council approves the additional funding of $10,371.20 above the approved 2020 Capital Budget of $40,000.00 for Engineering for Various Bridges and Culverts from the Town's Asset Management Lifecycle Reserve. 

8.4

Infrastructure Services Report 2020-08

RE: Policy for Vulnerable Children Warning Signage

• Vulnerable Children Signage Policy (DRAFT)
• Vulnerable Children Warning Signage Application

• That Infrastructure Services Report 2020-08, entitled "Policy for Vulnerable Children Warning Signage", prepared by Kevin Girard, Director, Infrastructure Services, dated September 21, 2020, be received; and

  That Council adopts Infrastructure Services Policy #039 titled "Vulnerable Children Signage Policy"; and

  That Council authorizes and directs the Infrastructure Services Department to only install "children at play" signs, or variations thereof, within community areas such as parks, schools, and other institutions whose main purpose is to provide services for children.

8.5

Planning Report 2020-21

RE: Release of Securities for Pollard Harrow Development (Ward 4)

• Correspondence from Rood Engineering Inc.
  RE: Pollard Harrow Development
  Project REI2017D013

• That Planning Report 2020-21, entitled "Release of Securities for Pollard Harrow Development (Ward 4)", prepared by Rita Jabbour, Manager, Planning Services, dated September 21, 2020, be received; and

  That performance securities in the amount of $183,422.41, be returned to the Developer, Anderdon Developments LTD.

8.6

Planning Report 2020-23

RE: Site Specific Zoning Amendment (101 Poplar Bluff Drive, Colchester South, Ward 3) 

• Power Point Zoning By-Law Presentation
• By-Law 1948
  Being a by-law to amend By-Law 1037 The Comprehensive Zoning By-Law for the Town of Essex
  (101 Poplar Bluff Drive)

• That Planning Report 2020-23, entitled "Site Specific Zoning Amendment (101 Poplar Bluff Drive, Colchester South, Ward 3)", prepared by Rita Jabbour, Manager, Planning Services, dated September 21, 2020, be received; and

  That By-Law 1948, being a by-law to amend By-Law 1037, The Comprehensive Zoning By-Law for the Town of Essex, be read a first, a second and a third time and finally passed on September 21, 2020. 

8.7

Fire and Rescue Services Report 2020-04

RE: Results of Request for Tender - Construction of new Fire Station 2

• That Fire and Rescue Services Report 2020-04, entitled "Results of Request for Tender - Construction of New Fire Station 2", dated September 21, 2020, be received; and

  That Council awards the Request for Tender for Construction of new Fire Station 2 to Bear Construction and Engineering Inc. in the amount of $3,003,446.40 including non-refundable HST; and

  That Council approves a total budget amount of $3,399,031.00 for the construction of the New Fire Station 2 (Project FD-19-0015) which had an approved capital budget amount of $2,689,849.00 and the remaining unfunded balance of $709,182.00 be funded through Long Term Debt. 

8.8

Economic Development Report 2020-16

RE: Building and Development Overview August 2020

• Development Overview
• Building Report

• That Economic Development Report 2020-16, entitled "Building and Development Overview August 2020", prepared by Nelson Silveira, Economic Development Officer, dated September 21, 2020, be received.

8.9

Economic Development Report 2020-17

RE: Town of Essex Local Broadband Assessment

• That Economic Development Report 2020-17, entitled " Town of Essex Local Broadband Assessment", prepared by Nelson Silveira, Economic Development Officer, dated September 21, 2020, be received for information purposes.

8.10

Operations Report 2020-04

RE: Results of Request for Tender - Supply of Bulk Winter Road Salt

• That Operations Report 2020-04, entitled "Results of Request for Tender - Supply of Bulk Winter Road Salt", prepared by Norm Nussio, Manager of Operations and Drainage, dated September 21, 2020, be received; and

  That Council awards the Request for Tender - Supply of Bulk Winter Road Salt to K + S Windsor Salt Ltd., in the amount of $424,850.00 including non-refundable HST; and

  That Council authorizes Operations to fund the 2020-2021 Winter Control budget (Winter Control Material budget for 2020 is $260,000.00), in the event there is an over expenditure, from contingency reserves (earmarked for Winter Control) due to the unpredictable nature of winter storms. 

9.

Reports from Youth Members

10.

County Council Update

11.

Correspondence

11.1

Correspondence to be received

Chair to ask Council Members if any correspondence to be moved to 11.2 Receive and Support.

• That correspondence listed in Agenda Item 11.1 be received and, where indicated, to further share such information with the community using suitable methods of communication.

11.1.1

Debbie France

RE: Stop Illicit Cannabis Grow Operations

Correspondence dated September 13, 2020 asking that Council consider discussing illicit cannabis grow operations in the municipality. 

11.1.2

Union Water Supply System - Joint Board of Management

Agenda - September 16, 2020

11.1.3

Oxley Estate Winery

RE: Business Relaunch Grant

Correspondence dated September 14, 2020 thanking Council for the $500 grant they received to help offset extraordinary costs of reopening the winery to ensure compliance with the Province and local regulations.

11.1.4

Tribunals Ontario

RE: Assessment Review Board Changes - Status

Correspondence dated September 15, 2020 providing an update on Assessment Review Board changes.

11.2

Correspondence to be considered for receipt and support

12.

Committee Meeting Minutes

• That the minutes listed in Agenda 12, together with any recommendations to Council noted therein, be received, approved and adopted as circulated..

12.1

Co-An Park Minutes

• August 18, 2020
• September 9, 2020
  Recommendation to Council (CAP-2020-09-37) That the 2021 Co-An Park Budget be accepted and forwarded to towns for approval.
  
  

12.2

Personnel Committee - August 26, 2020 (Open Meeting)

13.

Financial

13.1

August 2020 Bank Payments Report

• That the Bank Payments Report, including the August cheque register, cheque number 51725 to cheque number 51854 inclusive in the amount of $2,561,427.85, the Preauthorized Payments for the month of August in the amount of $326,741.70; and Payroll for month of August in the amount of $377,824.96, be ratified as submitted.

14.

New Business

15.

Notices of Motion

15.1

Notice of Motion deferred at the September 8, 2020 Regular Council Meeting until tonight's meeting for Council's consideration:

15.1.1

Councillor Verbeek

RE: School Bus Stop Arm Cameras

• That in light of the correspondence shared by the province regarding regulatory framework changes in the Provincial Offences Act (August 24, 2020 Agenda item 11.1.1.6) and the new Ontario school bus stop arm cameras (August 24, 2020 Agenda item 11.1.5), that Council have a discussion on the feasibility of implementing this kind of safety measure.

15.2

The following Notices of Motions were presented at the September 5, 2020 Regular Council Meeting and are being brought forward this evening for Council's consideration:

15.2.1

Councillor Bondy RE: Five Year Roads Plan

Moved by Councillor Bondy
Seconded by

That Council give direction to Administration to prepare a 5 year roads plan for Council discussions, public transparency and the budgeting process.

15.2.2

Councillor Bondy RE: Emancipation Day

Moved by Councillor Bondy
Seconded by

That August 1st be declared as Emancipation Day in the Town of Essex.

15.3

The following Notice of Motion is being presented this evening and will be brought forward at the October 5, 2020 Regular Council Meeting for Council's consideration:

15.3.1

Councillor Bjorkman

RE: "Bird Banger" Use

That Administration be directed to review the Town's noise by-law, specifically to the use of "Bird Bangers" in our agricultural zoned areas, and to use Best Management Practices outlined in the Farming and Food Production Protection Act (FFPPA) 1998 for reference.

16.

Reports and Announcements from Council Members

17.

By-Laws

17.1

By-Laws that require a third and final reading

17.1.1

By-Law 1920

Being a by-law to provide for the Crystal Beach Drain: Repair and Improvement of Covered Drains, Geographic Township of Colchester South, Town of Essex, County of Essex, Project REI2018D012

• That By-Law 1920 being a by-law to provide for the Crystal Beach Drain: Repair and Improvement of Covered Drains, Geographic Township of Colchester South, Town of Essex, County of Essex, Project REI2018D012, be read a third time and finally passed on September 21, 2020.

17.1.2

By-Law 1945

Being a by-law to confirm the proceedings of the September 8, 2020, Regular Meeting of the Council of The Corporation of the Town of Essex

• That By-Law 1945 being a by-law to confirm the proceedings of the September 8, 2020 Regular Meeting of the Council of The Corporation of the Town of Essex, be read a third time and finally passed on September 22, 2020.

17.2

By-Laws that require a first, second, third and final reading

17.2.1

By-Law 1947

Being a by-law to authorize the execution of a lease agreement between the Town of Essex and Project HOPE Windsor-Essex for property to operate a pantry adjacent to the Harrow and Colchester South Recreation Complex located at 243 McAffee Street, Harrow, Ontario

• That By-Law 1947 being a by-law to authorize the execution of a lease agreement between the Town of Essex and Project HOPE Windsor-Essex for property to operate a pantry adjacent to the Harrow and Colchester South Recreation Complex located at 243 McAffee Street, Harrow, Ontario, be read a first, a second and a third time and finally passed on September 21, 2020.

17.2.2

By-Law 1949

Being a by-law to authorize the borrowing of money to meet current expenditures of The Corporation of the Town of Essex

• That By-Law 1949 being a by-law to authorize the borrowing of money to meet current expenditures of The Corporation of the Town of Essex, be read a first, a second and a third time and finally passed on September 21, 2020.

17.2.3

By-Law 1950

Being a by-law regulating the erection of signs in the Town of Essex
(108 County Road 50 East)

• That By-Law 1950 being a by-law regulating the erection of signs in the Town of Essex, be read a first, a second and a third time and finally passed on September 21, 2020.

17.2.4

By-Law 1953

Being a by-law to enter into an Agreement between The Corporation of the Town of Essex and its Non-Union Employees

• That By-Law 1953 being a by-law to enter into an Agreement between The Corporation of the Town of Essex and its Non-Union Employees, be read a first, a second and a third time and finally passed on September 21, 2020.

17.3

By-Laws that require a first and second reading

17.3.1

By-Law 1951

Being a by-law to confirm the proceedings of the September 21, 2020 Regular Meeting of the Council of The Corporation of the Town of Essex

• That By-Law 1951 being a by-law to confirm the proceedings of the September 21, 2020 Regular Meeting of the Council of The Corporation of the Town of Essex, be read a first and a second time and provisionally adopted on September 21, 2020.

18.

Adjournment

• That the meeting be adjourned at [TIME].

19.

Future Meetings

19.1

Monday, October 5, 2020 - 6:00 - 9:00 PM Regular Council Meeting

Location: TBD

19.2

Tuesday, October 13, 2020 - 4:00 - 7:00 PM Special Council Meeting

RE: Strategy Corp. Town of Essex Service Delivery Review

Location: Zoom

19.3

Monday, October 19, 2020 - 6:00 - 9:00 PM Regular Council Meeting

Location: TBD