Regular Meeting of Council

Minutes

Wednesday, February 05, 2025 at 9:00 A.m. - 12:00 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
• Community and Recreation Manager Will Jaques
• Public Works Manager Tom Lightfoot
• Fire Chief Scott Alexander
• 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 noted his stronger sense of Canada with what has transpired in the past couple of weeks in Ottawa and Washington. With the Canadian unity and identity in mind, Councillor Smith shared the history of the National Flag of Canada.

Councillor Smith also acknowledged that February is Black History Month, and shared the four different ceremonies celebrating the achievements of Black Canadians happening across Oxford County. Councillor Smith also shared the history of Dr. John Taylor who escaped slavery in the 1850's and eventually settled in Innerkip. 

Councillor Smith noted that the Oxford School's Production of Annie is taking place later this month. The show will feature a cast of 45 students and includes community members throughout East Zorra-Tavistock.

Councillor Zehr shared that a peer support group supporting firefighers and Oxford County has come together as of March 1, 2025. 

2.

Approval of Agenda

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

  THAT Council approve the agenda for the February 5, 2025 meeting as updated and amended to include the correspondence received for Agenda item 9.b. 

  
  
  
  CARRIED

3.

Disclosure

4.

Minutes

a.

January 15, 2025 Council Meeting Minutes

• Moved by: Matthew Gillespie
  Seconded by: Scott Zehr

  THAT Council confirm the Minutes of the January 15, 2025, Council Meeting, as printed and circulated.

  
  
  
  CARRIED

5.

Public Meetings

a.

Minor Variance Application #A-5-2024

Council, constituted as the Committee of Adjustment, considered Minor Variance Application #A-5-2025 for 2825085 Ontario Inc. Planner Dustin Robson presented Planning Report #CP2025-13. 

The applicant was not present for the hearing application. 

• Moved by: Matthew Gillespie
  Seconded by: Scott Rudy

  THAT the Township of East Zorra-Tavistock Committee of Adjustment approve Application File A05-24, submitted by 2825085 Ontario Inc., for lands described as Lot 22, Plan 41M390 in the Township of East Zorra-Tavistock as it relates to: 

  1. Relief from Section 12.2 – R1 Zone Provisions; to decrease the minimum rear yard depth from 7.5 m (24.6 ft) to 6.1 m (20 ft). 

  The proposed relief meets the four tests of a minor variance as set out in Section 45(1) of the Planning Act as follows: 

  1. deemed to be a minor variance from the provisions of the Township of East Zorra-Tavistock Zoning By-law No. 2003-18; 
  2. desirable for the appropriate development or use of the land; 
  3. in keeping with the general intent and purpose of the Township of East Zorra-Tavistock Zoning By-law No. 2003-18, and; 
  4.  in keeping with the general intent and purpose of the Official Plan of the County of Oxford. 
  
  
  
  CARRIED

b.

Zone Change Application - ZN2-24-05

Dustin Robson from the County of Oxford Planning Department was present to comment on his report #CP2025-31, regarding the Zone Change Application on lands owned by The Estate of Sjoerd Heeg. 

Council asked questions of the planner and Staff. The applicant was present for the Public Meeting. Council reviewed and considered the comments made in making its decision regarding this application.

• Moved by: Jeremy Smith
  Seconded by: Scott Rudy

  THAT Council does now adjourn to a Public Meeting in accordance with the provisions of the Planning Act at 9:12am.

  
  
  
  CARRIED
• Moved by: Steven Van Vyk
  Seconded by: Matthew Gillespie

  THAT the Public Meeting does now adjourn and Council reconvenes at 9:16am.

  
  
  
  CARRIED
• Moved by: Brad Smith
  Seconded by: Scott Zehr

  THAT the Council of the Township of East Zorra-Tavistock approve in principle the Zone Change Application submitted by The Estate of Sjoerd Heeg (File No. ZN2-24-05) whereby a portion of the lands described as Part Lot 35-36, Concession 19 (East Zorra), Township of East Zorra-Tavistock are to be rezoned from ‘General Agricultural Zone (A2)’ to ‘Special Rural Residential Zone (RR-sp).’ 

  
  
  
  CARRIED

6.

Delegations and Appointments

7.

Correspondence for Information

• Moved by: Jeremy 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.

2024 Council Remuneration and Expense Report

b.

August Ice - Tavistock Braves Comments

c.

August Ice - Tavistock and District Skating Club Comments

d.

August Ice - Tallevi Comments

e.

August Ice - Tavistock Minor Hockey Comments

8.

Correspondence for Action

9.

Reports

a.

CBO-2025-01 Building Permit Fees and Building Bylaw Review

CBO John Scherer presented his report CBO-2025-01 regarding Building Permit Fees and Building By-law review. 

• Moved by: Scott Rudy
  Seconded by: Scott Zehr

  THAT Report CBO-2025-01 be accepted as information, 

  AND THAT Council direct staff to hold a public meeting regarding building permit fees as required by 7(6) of the Building Code Act.

  
  
  
  CARRIED

b.

CRSM-2025-02 Tavistock and District Recreation Centre – August Ice

Community and Recreation Services Manager Will Jaques presented his report CRSM-2025-02 regarding August Ice.                                

Councillor Scott Zehr requested a recorded vote on the second motion.             

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

  THAT Council direct staff to engage a consultant for a facility audit of existing recreation facilities, which includes the viability of summer ice at the Tavistock Arena. 

  AND THAT the facility audit be included in the 2025 Budget. 

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

  THAT Report CRSM-2025-02 be accepted by Council;

  AND THAT the Township of East Zorra-Tavistock no longer provide for August (summer) ice at the Tavistock and District Recreation Centre, with ice installation to occur following the Tavistock Fall Fair.

  
  

  For (1)	Matthew Gillespie
  Against (6)	Phil Schaefer, Brad Smith, Scott Rudy, Scott Zehr, Jeremy Smith, and Steven Van Vyk

  
  
  
  DEFEATED (1 to 6)
• Moved by: Matthew Gillespie
  Seconded by: Jeremy Smith

  THAT Council direct staff to engage with the existing user groups on the latest acceptable date for August ice to be installed, in an effort to reduce the pressures on the facility. 

  
  
  
  CARRIED

c.

CAO-2025-04 Updated 2025 Budget Timelines

CAO/Treasurer Karen DePrest presented her report CAO-2025-04 regarding Updated 2025 Budget Timelines. 

• Moved by: Matthew Gillespie
  Seconded by: Scott Zehr

  THAT Report CAO-2025-04 be received as information.

  AND THAT Notice for a Special Meeting of Council, to be held Tuesday, February 25^th, 2025, beginning at 9:00 a.m. for consideration of the 2025 Operating and Capital budgets, be given.

  AND FURTHER THAT Notice for the Special Meeting of Council, to be held Tuesday, March 11^th, 2025, is hereby rescinded.

  
  
  
  CARRIED

10.

By-laws

11.

Notice of Motion and New Business

12.

Unfinished Business 

13.

Adjourn to Closed to the Public Session

• Moved by: Scott Zehr
  Seconded by: Matthew Gillespie

  THAT the meeting adjourn to Closed Session at 10:25am.

  
  
  
  CARRIED

a.

December 18, 2024 Closed Session Meeting Minutes

b.

Personal matters about an identifiable individual, including municipal or local board employees (s, 239 (2) (b))

14.

Reconvene to Open to the Public Session

Council reconvened to the Open to the Public Session at 11:30am.

15.

Confirming and Adjournment 

• Moved by: Jeremy Smith
  Seconded by: Matthew Gillespie

  THAT By-law #2025-02 being a by-law to confirm the proceedings of Council held February 5, 2025, be read a first, second and third time this 5^th day of February, 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 11:33am.

  
  
  
  CARRIED