Regular Council Meeting Agenda

Monday, October 04, 2021 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.

 

This meeting will be hosted and chaired from the Town of Essex Municipal Building. Due to the ongoing COVID-19 pandemic this meeting is not currently open to the public for in person attendance. This meeting can be viewed by the public electronically via livestream and post-meeting on YouTube at www.youtube.com/EssexOntario

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1.

Call to Order

2.

Land Acknowledgement

We acknowledge that this land is the traditional territory of the Three Fires Confederacy of First Nations (comprised of the Ojibway, the Odawa, and the Potawatomi Peoples), and of the Huron-Wendat Peoples. We value the significant historical and contemporary contributions of local and regional First Nations and all of the Original Peoples of Turtle Island who have been living and working on the land from time immemorial.

3.

National Anthem

4.

Closed Meeting Report

5.

Declarations of Conflict of Interest

6.

Adoption of Published Agenda

6.1

Regular Council Meeting Agenda for October 4, 2021

• That the published agenda for the October 4, 2021 Regular Council Meeting be adopted as presented / amended.

7.

Adoption of Minutes

7.1

Regular Council Meeting Minutes for September 21, 2021

• That the minutes of the Regular Council Meeting held September 21, 2021 be adopted as circulated.

8.

Public Presentations

8.1

Request for Site Specific Exemption from the Town of Essex Fence By-Law 384

8.1.1

Lynn O'Brien, Property Owner

RE: Request for Exemption from Section 9 of the Fence By-Law No. 384 ( to exceed permitted maximum height of 1.8 metres/6 feet)

8.1.2

Nicole Meloche

RE: Opposition to 108 McCarthy Road Request for an exemption from the Fence By-Law

• That the delegations by Lynn O'Brien and Nicole Meloche be received and that Council support/does not support the request for an exemption from Section 9 of the Fence By-Law No. 384.

9.

Unfinished Business

10.

Reports from Administration

10.1

Human Resources-2021-02

RE: Town of Essex Vaccination Policy

• That Human Resources-2021-02 Report entitled Town of Essex Vaccination Policy prepared by Brandi Sieben, Manager, Human Resources dated October 4, 2021 be received.

  And that Council approve Policy #HS 04-26 as presented with immediate effect.

10.2

Parks and Facilities-2021-13

RE: Heritage Train Station Caboose Reallocation of Funds

• That Parks and Facilities-2021-13 report entitled Train Station Caboose Reallocation of Funds, located at the Essex Train Station, prepared by Jake Morassut, Manager, Parks and Facilities dated October 4, 2021 be received; and

  That Council approve the reallocation of expenditures from the Heritage Train Station Caboose project (CS-20-0075) to repair the damaged chimney at the Essex Train Station.

10.3

Parks and Facilities-2021-14

RE: Special Events Resource Team (SERT) October Update

• That Parks and Facilities-2021-017 report entitled Special Events Resource Team (SERT) October Update be received for council information.

10.4

Parks and Facilities-2021-15

RE: Cooling Station Update in Recreational Facilities

• That Parks and Facilities-2021-15 report entitled Cooling Station Update in Recreational Facilities dated October 4, 2021 be received; and

  That Council direct administration to discontinue the providing of cooling stations during Windsor Essex County Health Unit (WECHU) heat warnings.

10.5

Planning-2021-23

RE: Redline Revision Request for Phase 2 of the Dalla Bona Residential Subdivision (File No. 37-T-06004) (Ward 4)

• That Planning-2021-23 report entitled Redline Revision Request for Phase 2 of the Dalla Bona Residential Subdivision (File No. 37-T-06004) (Ward 4) prepared by Rita Jabbour, RPP, Manager, Planning Services dated October 4, 2021 be received;

  That Council authorize the Request for redline revisions relating to Phase 2 of the Dalla Bona residential subdivision; and

  That the Manager of Planning Services for the County of Essex be advised accordingly of Council’s resolution.

10.6

Legal and Legislative Services-2021-16

RE: Municipal Pet Licensing Software

• That Legal and Legislative Services-2021-16 report entitled Municipal Pet Licensing Software prepared by Shelley Brown, Deputy Clerk dated October 4, 2021 be received;

  That Council authorize Administration to enter into a contract with Milo Animal Licensing Inc. for the procurement of their online pet licensing software;

  That Council authorize the additional revenues and expenditures outside of the 2021 approved budget in the amount of $4,123.54 of revenues and $6,085.33 of expenditures, with the net impact of $1,961.79 to be funded through the approved 2021 animal control operating budget;

  That Council authorize the pre-approval of 2022 revenues of $10,288.80 and expenses of $12,724.38;

  That Council authorize the implementation of a convenience fee for all credit card transactions through the Milo Software, of $1.10 per transaction, to be evaluated and adjusted annually through the Fees and Charges By-law.

10.7

Legal and Legislative Services-2021-19

RE: Farmland Lease Agreement with Grondin Farms Ltd.

• That Legal and Legislative Services-2021-19 report entitled Farmland Lease Agreement with Grondin Farms Ltd. prepared by Robert Auger, Town Solicitor, Legal and Legislative Services/Clerk, dated October 4, 2021, be received;

  That Council approve the continuation of the lease of said lands by entering into a lease agreement with Grondin Farms Ltd. to farm Part of Lots 4 and 5, Plan 202, a parcel of land on the west side of Roseborough Road in the Town of Essex for a term of six (6) years commencing January 1, 2022, and ending December 31, 2027, pursuant to the terms and conditions of the lease as outlined in By-Law 2061; and

  That By-Law No. 2061 being a by-law to authorize the execution of a lease agreement between the Corporation of the Town of Essex and Grondin Farms Ltd. for the lease of farmland be read a first, second and third time and finally passed on October 4, 2021.

10.7.1

By-Law 2061

10.8

Legal and Legislative Services-2021-20

RE: Indemnification By-Law

• That Legal and Legislative Services-2021-21 report entitled Indemnification By-Law prepared by Robert Auger, Town Solicitor, Legal and Legislative Services/Clerk, dated October 4, 2021, be received; and

  That By-Law No. 2066 being a by-law to provide indemnification for current and former members of Council, local boards, committees, and employees with respect to certain activities or proceedings arising from their duties be read a first, a second time and be provisionally adopted on October 4, 2021.

  That Council authorize any payments made, under By-Law No. 2066, in excess of the approved operating budget, be funded through the unspent legal reserve.

10.8.1

By-Law 2066

10.9

Information Technology-2021-01

RE: Results of Request for Proposal - Supply and Install Multifunction Device

• That Information Technology Report 2021-001 entitled Results of Request for Proposal – Supply and Install Multifunction Device prepared by Jack Barron, Manager of Information Technology dated October 4, 2021 be received;

  That Council award the Request for Proposal for the Supply and Install Multifunction Devices for the Town of Essex to Xerox Canada Ltd. and that the Town enters into a 5-year lease agreement, in the total amount of $78,361.16 including non-refundable Harmonized Sales Tax; and

  That Council award the Request for Proposal for the Supply and Install Multifunction Devices for the Essex OPP to Kelcom Document Division and that the Town enters into a 5-year lease agreement, in the total amount of $6,308.31 including non-refundable Harmonized Sales Tax.

10.10

Drainage-2021-11

RE: Appointment of an Engineer under Section 78 of the Drainage Act to install a new culvert in the Campbell Sideroad Drain,

• That Drainage-2021-11 entitled Appointment of an Engineer under Section 78 of the Drainage Act to install a new culvert in the Campbell Sideroad Drain prepared by Lindsay Dean, Drainage Superintendent dated October 4, 2021 be received; and

  That Council appoint Rood Engineering Incorporated under Section 78 of the Drainage Act to install a new culvert in the Campbell Sideroad Drain.

11.

Reports from Youth Members

12.

County Council Update

13.

Correspondence

13.1

Correspondence to be received

• That all of the correspondence listed in Agenda Item 13.1 be received and, where indicated, to further share such information with the community using suitable methods of communication.

13.1.1

County of Essex

RE: Regional Affordable Housing Strategy and Review of Social Housing Cost Sharing Agreement

13.1.2

Township of Scugog

RE: Structure Inventory and Inspections

13.1.3

Union Water Supply System

RE: Joint Board of Management Minutes of August 11, 2021

13.1.4

Co-An Park

RE: Acquisition of Land Request

13.1.5

Windsor-Essex County Health Unit

RE: Windsor-Essex County Public Health Instructions regarding proof of vaccination requirements for persons entering facilities used for sport and recreational fitness activities

13.2

Correspondence to be considered for receipt and support

14.

Committee Meeting Minutes

• That all the Committee Meeting minutes listed in Agenda Item 14, together with any recommendations to Council noted therein, be received, approved and adopted as circulated.

14.1

Drainage Board - May 19, 2021

14.2

Arts, Culture and Tourism - June 9, 2021

14.3

Committee of Adjustment - August 17, 2021

14.4

Co-An Park - September 8, 2021

15.

Financial

15.1

August Bank Payments Report

• That the Bank Payment Report, including the August 2021 cheque register, cheque number 53312 to cheque number 53430 and electronic funds transfer (EFT) payment number EFT005080 to EFT005234 inclusive in the amount of $2,848,925.78; the Preauthorized Payments for the month of August in the amount of $347,528.26; and Payroll for the month of August in the amount of $425,240.01, be ratified as submitted.

16.

New Business

17.

Notices of Motion

18.

Reports and Announcements from Council Members

19.

By-Laws

19.1

By-Laws that require a third and final reading

19.1.1

By-Law 2067

Being a by-law to confirm the proceedings of the September 21, 2021 Regular Council Meeting of Council of The Corporation of the Town of Essex

• That By-Law 2067 being a by-law to confirm the proceedings of the September 21, 2021 Regular Council Meeting of Council of The Corporation of the Town of Essex be read a third time and finally passed on October 4,2021.

19.2

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

19.2.1

By Law 2058

Being a by-law to provide for the issue of debentures in the amount of $58,189.16 for completed drains

• That By-Law 2058 being a by-law to provide for the issue of debentures in the amount of $58,189.16 for completed drain be read a first, a second and a third time and finally passed on October 4, 2021.

19.2.2

By-Law 2071

Being a by-law to appoint a Director, Corporate Services for the Town of Essex

• That By-Law 2071 being a by-law to appoint a Director, Corporate Services for the Town of Essex be read a first, second and third time and finally passed on October 4, 2021.

19.2.3

By-Law 2072

Being a by-law to appoint a Manager, Strategic Communications for the Town of Essex

• That By-Law 2072 being a by-law to appoint a Manager, Strategic Communications for the Town of Essex be read a first, second and a third time and finally passed on October 4, 2021.

19.2.4

By-Law 2075

Being a by-law to Amend By-Law 2024 being a by-law to establish tax rates for New Multi-Residential tax rates for Municipal, County and Education purposes for the year 2021

• That By-Law 2075 being a by-law to Amend By-Law 2024 being a by-law to establish tax rates for New Multi-Residential tax rates for Municipal, County and Education purposes for the year 2021 be read a first, a second and a third time and finally passed October 4, 2021.

19.3

By-Laws that require a first and second reading

19.3.1

By-Law 2077

Being a by-law to confirm the proceedings of the October 4, 2021, Regular Meeting of Council of The Corporation of the Town of Essex

• That By-Law 2077 being a by-law to confirm the proceedings of the October 4, 2021 Regular Meeting of Council of the Town of Essex be reading a first and a second time and provisionally adopted on October 4, 2021.

20.

Adjournment

• That the meeting be adjourned at [TIME].
  

21.

Future Meetings

21.1

Monday, October 18, 2021 - 5:00 PM - 6:00 PM Special Council Meeting

RE: Community Safety and Wellbeing Plan Update

Location: Electronic Meeting via Zoom
Livestream Available at www.youtube.com/EssexOntario

21.2

Monday, October 18, 2021 - 6:00 - 9:00 PM Regular Council Meeting

Location: Electronic Meeting via Zoom
Livestream Available at www.youtube.com/EssexOntario