Regular Meeting of Council

Minutes

Wednesday, April 16, 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 Matthew Gillespie
• Councillor Jeremy Smith

Staff Present:

• CAO-Treasurer Karen DePrest
• Corporate Initiatives Manager/Clerk Meaghan Vader
• 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 acknowledged that Oxford County is marking its 175^th Anniversary in 2025, and the Township is recognizing its 50^th anniversary of amalgamation.

The Innerkip Fire Department is also celebrating its 75^th Anniversary. Councillor Smith shared the history of the department. On Sunday May 4^th, the Firefighter's Association will host their 75^th Anniversary breakfast from 8:00am-11:00am, with a group photo of all past, present, and retired firefighters special anniversary photo taking place at 11:00am.

Councillor Jeremy Smith also shared that it will be a busy Easter weekend in Innerkip. The Lions Club is hosting their annual fish fry on Good Friday. On Saturday April 21^st the annual Easter egg hunt starts at 10:00am behind the Innerkip Community Centre. Following the egg hunt, there is a drop in craft and story time at the Innerkip library branch. 

2.

Approval of Agenda

• Moved by: Scott Rudy
  Seconded by: Scott Zehr

  THAT Council approve the agenda for the April 16^th, 2025 meeting as printed and circulated. 

  
  
  
  CARRIED

3.

Disclosure

4.

Minutes

a.

April 2, 2025 Council Meeting Minutes

• Moved by: Matthew Gillespie
  Seconded by: Jeremy Smith

  THAT Council confirm the Minutes of the April 2^nd, 2025, Council Meeting, as printed and circulated.

  
  
  
  CARRIED

5.

Public Meetings

6.

Delegations and Appointments

a.

Optimist Club of Tavistock

At 7:07pm Eric Bender, Chad Keller, and Danny Roth presented their delegation to Council.

Council asked questions of the Optimist Club. Council discussed grass cutting in Township Parks and the Tavistock Optimist Club. 

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

  THAT the grass be cut inside the ball diamonds throughout the Township owned parks, and Tavistock Optimist Park. 

  
  
  
  CARRIED

7.

Correspondence for Information

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

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

  
  
  
  CARRIED

a.

Ministry of Municipal Affairs and Housing - Strong Mayor Powers

b.

Ministry for Seniors and Accessibility - 2025 Ontario Senior of the Year

8.

Correspondence for Action

9.

Reports

a.

CBO-2025-03 - Building Department Year End Review

Building, Development and Drainage Manager/Chief Building Official John Scherer presented his report regarding the 2024 Building Department Year End Review. 

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

  THAT Report CBO-2025-03, the 2024 Building Department Year End Review, required to be prepared under Section 7(4) of the Ontario Building Code be accepted as information.

  
  
  
  CARRIED

b.

CAO-2025-09 - April Monthly CAO-Treasury Report

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

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

  THAT Report CAO-2025-09 be received for Council’s information.

  
  
  
  CARRIED

10.

By-laws

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: Brad Smith
  Seconded by: Steven Van Vyk

  THAT By-law #2025-14 being a by-law to confirm the proceedings of Council held April 16^th, 2025, be read a first, second and third time this 16^th day of April, 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 8:32pm.

  
  
  
  CARRIED