Regular Meeting of Council

Minutes

Wednesday, December 18, 2024 at 7:00 P.m. - 9:00 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 Steven Van Wyk
• Councillor Scott Zehr
• Councillor Matthew Gillespie
• Councillor Jeremy Smith

Staff Present:

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

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1.

Call to Order and Opening Remarks

Mayor Schaefer welcomed everyone to the meeting. 

Councillor Smith shared that it was his pleasure to participate in the 15th Annual Innerkip Santa Clause Parade. Councillor Smith also noted that a number of non-perishable food donations and toys were collected for Operation Sharing, that will help provide for those in need. Councillor Smith also noted that if you are struggling with food insecurity in our municipality or across Oxford County, Operation Sharing is at the ready to help provide you support. 

Councillor Smith noted that the Innerkip Central School Home and School Association hosted its first ever Holiday Market. It was a great kick-off to the holiday season. 

Councillor Smith also wished Council, staff, and the community a Happy Holiday Season. 

Deputy Mayor Smith acknowledged the Hickson Fire Department for their local food and donation drive during the Hickson Santa Clause Parade. The donations went to the Tavistock Assistance Program. 

Councillor Rudy shared that the Tavistock Braves Junior Hockey Team were offered the opportunity to host the 2024-2025 All Star Game for the PJHL South Conference, happening on December 28th in Tavistock at 4:00pm. 

2.

Approval of Agenda

• Moved by: Matthew Gillespie
  Seconded by: Scott Zehr

  THAT Council approve the agenda for the December 18, 2024 meeting as printed and circulated. 

  
  
  
  CARRIED

3.

Disclosure

a.

Phil Schaefer - CBO-2024-03 - Summer Patios on Municipal Property

4.

Minutes

a.

December 4, 2024 Council Meeting Minutes

Councillor Smith requested that a notation be made to the December 4, 2024 meeting minutes to reflect the recorded vote. 

• Moved by: Steven Van Wyk
  Seconded by: Matthew Gillespie

  THAT Council confirm the Minutes of the December 4, 2024, Council Meeting, as printed and circulated.

  
  
  
  CARRIED

5.

Public Meetings

6.

Delegations and Appointments

7.

Correspondence for Information 

• Moved by: Jeremy Smith
  Seconded by: Scott Zehr

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

  
  
  
  CARRIED

a.

Recreation Advisory Committee - October 2, 2024 Minutes

b.

Rural Oxford Economic Development Corporation - 2025 Work Plan and Economic Development Activity

c.

Stratford General Hospital Foundation - Thank You Letter

8.

Correspondence for Action

9.

Reports

a.

CIO-2024-12 - Document Signing Policy

Corporate Initiatives Manager/Clerk, Meaghan Vader presented her to report to Council regarding updates to the Document Signing Policy. 

• Moved by: Brad Smith
  Seconded by: Scott Zehr

  THAT Report CIO-2024-12 be received as information,

  AND THAT Council adopt the amended Document Signing Policy GP 2.03, as attached to this report.

  
  
  
  CARRIED

b.

CBO-2024-03 - Summer Patios on Municipal Property

• Phil Schaefer declared a conflict on this item.

Mayor Schaefer left meeting at 7:23pm. 

Building, Development, and Drainage Manager/Chief Building Official John Scherer presented his report to Council regarding Summer Patios on Municipal Property. 

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

  THAT Report CBO-2024-03 be received as information,

  AND THAT Council direct staff to develop an application package and permit guide for Seasonal Patios on Municipal Property based on the general recommendations in the Ontario Traffic Council’s Restaurant Patio Guidelines within the Right of Way publication.

  
  
  
  CARRIED

c.

CAO-2024-11 - Monthly Report - November 2024

Mayor Schaefer rejoined the meeting at 7:41pm. 

Chief Administrative Officer/Treasurer Karen DePrest presented her monthly report. 

• Moved by: Brad Smith
  Seconded by: Scott Zehr

  THAT Report CAO-2024-11 be received as information.

  
  
  
  CARRIED

10.

By-laws

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

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

  • 2024-48 
  • 2024-49 
  • 2024-50
  • 2024-51
  
  
  
  CARRIED
• Moved by: Brad Smith
  Seconded by: Steven Van Wyk

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

  • 2024-48
  • 2024-49
  • 2024-50
  • 2024-51
  
  
  
  CARRIED

a.

2024-48 - Interim Tax Levy By-law

b.

2024-49 - Borrowing By-law

c.

2024-50 - Committee of Adjustment Appointment

d.

2024-51 - Being a By-law to Amend By-law 2024-34

11.

Notice of Motion and New Business

12.

Unfinished Business 

a.

Secondary Plan

Chief Administrative Officer/Treasurer Karen DePrest and Building, Development, and Drainage Manager/Chief Building Official John Scherer provided an update to Council. 

b.

DEI Inclusion Charter

Corporate Initiatives Manager/Clerk, Meaghan Vader provided an update to Council. 

13.

Adjourn to Closed to the Public Session

• Moved by: Scott Zehr
  Seconded by: Matthew Gillespie

  THAT the meeting adjourn to Closed Session at 7:51pm

  
  
  
  CARRIED

a.

November 20, 2024 Closed Session Meeting Minutes

b.

A proposed or pending acquisition or disposition of land by the municipality or local board (s.239(2)(c)) - Properties in Hickson

c.

A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (s.239(2)(j)) - Disposal of Surplus Equipment - EZTransit

14.

Reconvene to Open to the Public Session

Council reconvened to the Open to the Public Session at 8:15pm.

15.

Confirming and Adjournment 

• Moved by: Scott Rudy
  Seconded by: Scott Zehr

  THAT By-law 2024-52 being a by-law to confirm the proceedings of Council held December 18, 2024, be read a first, second and third time this 18^th day of December, 2024;

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

  AND FURTHER THAT Council does now adjourn at 8:17pm

  
  
  
  CARRIED