Regular Meeting of Council

Minutes

Wednesday, March 19, 2025 at 7:00 P.m. - 8:00 P.m.

Council Chambers

89 Loveys Street East

Hickson, Ontario, N0J 1L0

Members Present:

• Mayor Phil Schaefer
• Deputy Mayor Brad Smith
• Councillor Steven Van Vyk
• Councillor Scott Zehr
• Councillor Scott Rudy
• Councillor Jeremy Smith

Members Absent:

• Councillor Matthew Gillespie

Staff Present:

• CAO-Treasurer Karen DePrest
• Corporate Initiatives Manager/Clerk Meaghan Vader
• Public Works Manager Tom Lightfoot
• CBO John Scherer
• Corporate and Building Services Clerk Ashley Gerencser

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1.

Call to Order and Opening Remarks

Mayor Schaefer welcomed everyone to the meeting.

Councillor Smith congratulated Ward 3 residents, Gord and Debra Eddy on their Land Stewardship Award Nomination. The Oxford Stewardship Award recognizes County landowners who have made outstanding contributions to protecting our natural heritage. 

Councillor Smith noted that tomorrow is the first day of spring tomorrow, and as we begin another growing season, this week is also Agricultural Safety Week.

Councillor Smith also shared that the Innerkip Lions will be hosting their annual drive thru Fishy Fry on Good Friday. 

2.

Approval of Agenda

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

  THAT Council approve the agenda for the March 19, 2025 meeting as printed and circulated. 

  
  
  
  CARRIED

3.

Disclosure

4.

Minutes

a.

March 5, 2025 Council Meeting Minutes

• Moved by: Steven Van Vyk
  Seconded by: Scott Rudy

  THAT Council confirm the Minutes of the March 5, 2025, Council Meeting, as printed and circulated.

  
  
  
  CARRIED

5.

Public Meetings

6.

Delegations and Appointments

a.

WSP Secondary Plan Update

Project Manager, Marisa Williams from WSP Canada Inc presented an update on the Secondary Plan project. Council asked questions of the Project Manager. 

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

  THAT Council receive the Secondary Plan presentation and update from WSP as information. 

  
  
  
  CARRIED

7.

Correspondence for Information

• Moved by: Brad Smith
  Seconded by: Scott Rudy

  THAT Correspondence for Information items 7.a., 7.b., 7.c., 7.d., and 7.e. be received as information. 

  
  
  
  CARRIED

a.

Rural Oxford Economic Development Year in Review and Activity Report

b.

Oxford County - Passing of Development Charges By-law Amendment

c.

Oxford County Reduced Load Limit By-Law Amendment

d.

Oxford County Report PW (CS) 2025-08 - Curbside Waste Collection and Recycling Processing Contract Amendments and Non-Eligible Sourced Recycling Program

e.

Oxford County Report PW (CS) 2025-12 - Non-Eligible Sourced Curbside Collection Recycling Program

8.

Correspondence for Action

a.

Municipal Significance Request - Innerkip Minor Ball (Victoria Day Tournament)

• Moved by: Steven Van Vyk
  Seconded by: Jeremy Smith

  THAT Council designates the Innerkip Minor Ball Victoria Day Tournament as "Municipally Significant".

  
  
  
  CARRIED

9.

Reports

a.

CIM-2025-03 - Bridge 5 Tender Award

Corporate Initiatives Manager/Clerk, Meaghan Vader presented her report regarding the Bridge 5 Tender Award. 

• Moved by: Brad Smith
  Seconded by: Scott Zehr

  THAT Report CIM-2025-03 be received as information;

  AND THAT Council accept the bid from McLean Taylor Construction Limited in the amount of $ 1,726,836.28. exclusive of taxes, as well as the provisional pricing should it be necessary;

  AND FURTHER THAT Council authorizes the CAO/Treasurer to sign the contractual agreement with McLean Taylor Construction Limited, as provided in the bid document package EZT-RFT-25-03.

  
  
  
  CARRIED

b.

CAO-2025-08 - March Monthly CAO-Treasury Report

CAO/Treasurer, Karen DePrest presented her March Monthly CAO-Treasury report. 

• Moved by: Jeremy Smith
  Seconded by: Steven Van Vyk

  THAT Report CAO-2025-08 be received for Council’s information.

  
  
  
  CARRIED

10.

By-laws

• Moved by: Brad Smith
  Seconded by: Scott Rudy

  THAT the following by-laws be read a first and second time: 

  • 2025-10 Amend Employee Appointment By-law
  • 2025-11 Amend Committee of Adjustment By-law
  
  
  
  CARRIED
• Moved by: Steven Van Vyk
  Seconded by: Scott Zehr

  THAT the following by-laws be read a third and final time:

  • 2025-10 Amend Employee Appointment By-law
  • 2025-11 Amend Committee of Adjustment By-law
  
  
  
  CARRIED

b.

2025-10 - Amend Employee Appointment By-law

c.

2025-11 - Amend Committee of Adjustment By-law

a.

2025-09 - 2025 Budget and Tax Rate By-law

• Moved by: Scott Zehr
  Seconded by: Steven Van Vyk

  THAT By-law 2025-09 - 2025 Budget and Tax Rate By-law be read a first and second time. 

   

  
  
  
  CARRIED
• Moved by: Jeremy Smith
  Seconded by: Scott Rudy

  THAT By-law 2025-09 - 2025 Budget and Tax Rate By-law be read a third and final time. 

  
  
  
  CARRIED

11.

Notice of Motion and New Business

12.

Unfinished Business 

a.

Secondary Plan

b.

Conferences and Seminars

13.

Adjourn to Closed to the Public Session

14.

Reconvene to Open to the Public Session

15.

Confirming and Adjournment 

• Moved by: Jeremy Smith
  Seconded by: Brad Smith

  THAT By-law 2025-12 being a by-law to confirm the proceedings of Council held March 19^th, 2025, be read a first, second and third time this 19^th day of March, 2025;

  AND THAT the Mayor and Clerk are hereby authorized to sign the same and affix the corporate seal thereto.

  AND FURTHER THAT the Meeting does now adjourn at 7:47pm

  
  
  
  CARRIED