Regular Meeting of Council

Minutes

Wednesday, September 04, 2024 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 Scott Rudy
• Councillor Scott Zehr
• Councillor Matthew Gillespie
• Councillor Jeremy Smith

Members Absent:

• Councillor Steven Van Wyk

Staff Present:

• Clerk Will Jaques
• CAO-Treasurer Karen DePrest
• Corporate Initiatives Officer/Deputy Clerk Meaghan Vader
• Public Works Manager Tom Lightfoot
• Fire Chief Scott Alexander
• CBO John Scherer

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1.

Call to Order and Opening Remarks

Mayor Schaefer welcomed everyone to the meeting.

Councillor Jeremy Smith noted that it was the first day of back to school, with a reminder to be careful and watch for children in and around school zones. He also thanked our crossing guards for their work. Also noted were the various upgrades completed at the Innerkip and Hickson schools, and the upcoming reunion for the SS10 Innerkip School being hosted at the United Church. Councillor Smith also acknowledged the new Youth Wellness Hub in Oxford County set to open next year, providing access to mental health, substance use, and primary care services for those aged 12 to 25. 

Councillor Scott Rudy advised that the Tavistock Braves season begins with a home opener on Friday September 13, 2024 at the Tavistock Arena. 

Mayor Phil Schaefer noted that the Tavistock Fall Fair was this weekend from September 6th to 8th, and the Outdoor Farm Show was coming up from September 10th to 12th. 

2.

Approval of Agenda

• Moved by: Matthew Gillespie
  Seconded by: Scott Rudy

  Resolved that Council approve the agenda for the September 4, 2024 meeting, as printed and circulated. 

  
  
  
  CARRIED

3.

Disclosure

4.

Minutes

a.

August 7, 2024 Council Meeting Minutes

• Moved by: Jeremy Smith
  Seconded by: Matthew Gillespie

  Resolved that Council confirm the Minutes of the August 7, 2024, Council Meeting, as printed and circulated.

  
  
  
  CARRIED

5.

Public Meetings

• Moved by: Brad Smith
  Seconded by: Jeremy Smith

  Resolved that Council does now adjourn to a Public Meeting in accordance with the provisions of the Planning Act at 9:15am

  
  
  
  CARRIED

a.

ZBA Application ZN2-24-02 (EZT - Housekeeping)

Dustin Robson from the County of Oxford Planning Department was present to comment on his report #CP2024-238, regarding introducing housekeeping amendments to the Township's Zoning By-law #2003-18, as amended.

Council asked questions of the planner and Staff. Council reviewed and considered the comments made in making its decision regarding this application.

• Moved by: Matthew Gillespie
  Seconded by: Scott Rudy

  Resolved that the Public Meeting does now adjourn and Council reconvenes at 9:23am

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

  Resolved that Council approve-in-principle the proposed Zoning By-law amendment (File No.: ZN1-24-06) to introduce “housekeeping” amendments to Township of East Zorra-Tavistock Zoning By-Law #2003-18.

  
  
  
  CARRIED

6.

Delegations and Appointments

a.

Oxford County Library - Ox on the Run Program Update

Representatives from the Oxford County Library attended the meeting to make a presentation to Council regarding the Ox on the Run Program. 

• Moved by: Brad Smith
  Seconded by: Scott Zehr

  Resolved that Council accept the presentation from the Oxford County Library, as information.

  
  
  
  CARRIED

b.

Big Brothers Big Sisters of Oxford County

Erica Hughes from Big Brothers Big Sisters of Oxford County attended the meeting to make a presentation to Council regarding their organization.

• Moved by: Scott Zehr
  Seconded by: Brad Smith

  Resolved that Council accept the presentation from Big Brothers Big Sisters of Oxford County, as information.

  
  
  
  CARRIED

7.

Correspondence

a.

Safe and Well Oxford Stakeholder Summit - 2024

Council reviewed the correspondence regarding the upcoming Safe and Well Oxford Stakeholder Summit.

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

  Resolved that the correspondence from Safe and Well Oxford regarding their upcoming Stakeholder Summit be accepted, as information.

  
  
  
  CARRIED

b.

Oxford County - Housing and Homelessness 10-Year Plan

Council reviewed Oxford County's Housing and Homelessness 10-Year Plan.

• Moved by: Matthew Gillespie
  Seconded by: Jeremy Smith

  Resolved that the Oxford County Housing and Homelessness 10-Year Plan correspondence be accepted, as information.

  
  
  
  CARRIED

c.

Jackson/Gould Drain - Court of Revision (October 3, 2024)

Council was advised that a representative from East Zorra-Tavistock Council is required to attend the Court of Revision for the Jackson/Gould Drain project, which is being handled by the City of Woodstock.

• Moved by: Matthew Gillespie
  Seconded by: Scott Zehr

  Resolved that Councillor Jeremy Smith be appointed on behalf of the Township of East Zorra-Tavistock to attend the Court of Revision for the Jackson/Gould Drain, to be held on October 3, 2024 at Woodstock City Hall.

  
  
  
  CARRIED

d.

Tavistock Royals Hockey Club - Municipal Alcohol Policy (MAP) Exception Request

Council reviewed the correspondence from the Tavistock Royals Hockey Club, requesting an exception to the Township's Municipal Alcohol Policy (MAP).

• Moved by: Matthew Gillespie
  Seconded by: Scott Zehr

  Resolved that Council approve the request from the Tavistock Royals Hockey Club for an exception to the Municipal Alcohol Policy, to allow for alcohol to be consumed in the tiered seating area of the Tavistock Arena during their hockey games on the following dates:

  • Saturday October 19, 2024
  • Saturday November 16, 2024
  • Saturday November 30, 2024
  • Saturday December 7, 2024
  • Saturday December 14, 2024
  • Saturday December 28, 2024
  • Saturday January 4, 2025
  • Saturday January 11, 2025
  • Saturday January 25, 2025
  • Friday January 31, 2025
  
  
  
  CARRIED

8.

Reports

a.

Councillor Smith - Association of Municipalities of Ontario (AMO) Conference

Councillor Smith provided an overview of his attendance at the recent annual AMO Conference, held August 18 to 21, 2024, in Ottawa.

9.

By-laws

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

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

  
  
  
  CARRIED
• Moved by: Scott Rudy
  Seconded by: Matthew Gillespie

  Resolved that the following by-laws be read a third and final time. 

  
  
  
  CARRIED

a.

By-law #2024-32 - Comprehensive Roads By-law

b.

By-law #2024-33 - Employee Appointment By-law

c.

By-law #2024-34 - Fire Department Appointment By-law

d.

By-law #2024-35 - Appointment of Drainage Superintendent

e.

By-law #2024-36 - ZBA Application ZN2-23-07 (Village Manor Tavistock Inc.)

10.

Notice of Motion and New Business

a.

Councillor Smith - Village Welcome Signs (Innerkip)

Councillor Smith brought forward discussion regarding the Village Welcome Signs in Innerkip.

11.

Unfinished Business 

a.

EZTransit

CAO Karen DePrest provided an update on EZTransit. Staff will be bringing a report to the September 18, 2024 meeting. 

b.

Secondary Plan Project

c.

Strategic Plan Project

d.

eScribe

12.

Adjourn to Closed to the Public Session

13.

Reconvene to Open to the Public Session

14.

Confirming

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

  Resolved that By-law #2024-37 being a by-law to confirm the proceedings of Council held September 4, 2024, be read a first, second and third time this 4th day of September, 2024;

  And further that the Mayor and Clerk and hereby authorized to sign the same and affix the corporate seal thereto.

  
  

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

  
  
  
  CARRIED (6 to 0)

15.

Adjournment

• Moved by: Matthew Gillespie
  Seconded by: Brad Smith

  Resolved that Council does now adjourn at11:28am

   

  
  
  
  CARRIED