Town of Pelham Regular Council Meeting

THAT the agenda be amended to include the addendum package. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT the agenda for the February 21, 2023 Regular meeting of Council be adopted, as amended. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT the following minutes be adopted as printed, circulated and read: 1. RC-03/2023 - Regular Council - February 6, 2023 For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT the Consent Agenda items as listed on the February 21, 2023 Council Agenda be received and the recommendations contained therein be approved: 8. Consent Agenda Items to be Considered in Block 8.1 Presentation of Recommendations Arising from Committee of Council, for Council Approval BE IT RESOLVED THAT Council hereby approves the Recommendations Resulting from the following: SCOW-03/2023 - Special Committee of the Whole - Water and Wastewater Budget Meeting - February 6, 2023 8.2 Minutes Approval - Committee of Council BE IT RESOLVED THAT the following minutes be adopted as printed, circulated and read: 1. SCOW-03/2023 - Special Committee of the Whole - Water/Wastewater Budget Meeting - February 6, 2023 8.3 Staff Reports of a Routine Nature for Information or Action 8.3.1 Updates to the Leave of Absence Policy, 2023-0046-Chief Administrator Officer BE IT RESOLVED THAT Council receive Report #2023-0046 Updates to the Leaves of Absence Policy, for information; AND THAT Council approve the Leaves of Absence Policy S600- 09, as amended. 8.3.2 Revised Terms of Reference re Pelham Finance and Audit Committee, 2023-0048-Clerks BE IT RESOLVED THAT Council receive Memo – Revised Terms of Reference re Pelham Finance and Audit Committee for information; AND THAT Council approve the revised Terms of Reference attached to the said Memo, revising the Committee Membership to include three (3) members of the Public. 8.3.3 2022 Pelham Water Distribution System Report, 2023

BE IT RESOLVED THAT Council receive Report #2023-0025 – Civil Marriage Solemnization Service Update, for information; AND THAT Council approve Policy No. S203-18 – Civil Marriage Solemnization, as revised; AND THAT Council consider approving By-law 14- 2023, thereby repealing By-law 3712(2016). For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT Council receive Report #023- 0042 – Special Event Permit Application – TASC Tulip Pick Farm 2023, for information; AND THAT Council authorize and direct the Town Clerk to issue a Special Event Permit for the TASC Tulip Pick Farm event running from April 30, 2023, to May 21, 2023, subject to the approval of the Town Clerk, Director of Public Works, Director of Community Planning and Development, Fire Chief, the Niagara Region (if applicable) and any other applicable agency, upon receipt of satisfactory drawings, plans, permits, or other such documents as requested; AND THAT the Special Event Permit include any such conditions of approval as requested by the said approval departments and or agencies. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT Council receive Report #2023-0052 – Special Event Permit Application – The Fenwick Market 2023, for information; AND THAT Council authorize and direct the Town Clerk to issue a Special Event Permit for the Fenwick Market event running on May 27th, 2023, and May 28, 2023, subject to the approval of the Town Clerk, Director of Public Works, Director of Community Planning and Development, Fire Chief, and any other applicable agency, upon receipt of satisfactory drawings, plans, permits, or other such documents as requested; AND THAT the Special Event Permit include any such conditions of approval as requested by the said approval departments and or agencies; AND THAT Council waive all licensing and fee requirements pursuant to By-Law No. 3186(2011) for craft vendors only in lieu of a $150.00 Fire Inspection Fee, payable to the Town of Pelham prior to the issuance of the permit. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

THAT the motion be amended to include:  THAT Council approve the revised policy with the following amendments to increase the meal allowance, being: o $20 for breakfasts; o $35 for lunch; and o $60 for dinner. AND THAT meal allowances shall stipulated shall include tax and tip. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT Council receive Report # 2023-0054- Updated Procurement Policy - Purchasing Goods and Services - Corporate Services, for information; AND THAT Council approve the revised Procurement Policy- Purchasing Goods and Services S402-00, with the following amendments to increase the meal allowance, being: o $20 for breakfasts; o $35 for lunch; and o $60 for dinner. AND THAT meal allowances shall stipulated shall include tax and tip. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt

BE IT RESOLVED THAT the Council of the Town of Pelham, having given due consideration to the following By-law do now read a first, second and third time and do pass same, and THAT the Mayor and Clerk be and are hereby authorized to sign and seal the by-law: 1. By-law 13-2023 - Being a By-law to confirm various appointments to Advisory Committees of the Town of Pelham for the 2022-2026 Term of Council. 2. By-law 14-2023 - Being a By-law to endorse the Clerk of the Town of Pelham, or Designate, to Solemnize Civil Marriage Ceremonies and to repeal and replace By-law 3712(2016). 3. By-law 15-2023- Being a By-law to exempt Lot 125 on Plan 59M-434, municipally known as 102, 104, 106 and 108 Summersides Boulevard, from Part Lot Control - River Estates Phase 1 Subdivision (867962 Ontario Limited) File No. PLC- 01- 2023 4. By-law 16-2023 - Being a By-law to exempt Blocks 160 and 163 on Plan 59M-505 from Part Lot Control. Saffron Meadows Phase 3 (Hert Inc.) File No. PLC- 01-2022 5. By-law 17-2023 - Being a By-law to adopt Official Plan Amendment No. 18 for the Town of Pelham Planning Area. 125 Port Robinson Road. File No. OP-AM-03-2022 6. By-law 18-2023 - Being a By-law to amend Zoning By-law 1136(1987), as amended, for lands located at 125 Port Robinson Road, legally described as Part of Township Lot 167, Part 1, Plan 59R-5449, Town of Pelham, Regional Municipality of Niagara, from the Agricultural Zone to the site specific Residential Two - 330, Residential Multiple One – 331, Reside

WHEREAS Council for the Town of Pelham approved a grant application for a new library through the Green and Inclusive Community Building Grant program; AND WHEREAS staff for the Town of Pelham applied for and was successful in receiving the amount of $5.4 million through the Green and Inclusive Community Building Grant program to build a new proposed Lincoln Pelham Public Library Fonthill Branch; AND WHEREAS inflation and increased construction costs have risen the projected estimated cost of the new proposed Lincoln Pelham Public Library Fonthill Branch total from approximately $9.5 million to $17.3 million; AND WHEREAS Council for the Town of Pelham desires to ensure financial sustainability of the Town of Pelham; AND WHEREAS Council for the Town of Pelham declares a project to construct a new proposed Lincoln Pelham Public Library Fonthill Branch neither financially reasonable nor sustainable at this time; AND WHEREAS Council for the Town of Pelham supports renovating the current Fonthill Library branch as desirable for the community as it will be both financially and operationally sustainable; NOW THEREFORE BE IT RESOLVED THAT Council direct staff of the Town of Pelham to change the scope of work in grant applications and the Town’s asset management plan from building a new library branch to retrofitting the existing library branch and apply for applicable grant funding; AND THAT Council direct staff to focus on renovating the existing Fonthill Library Branch to ensure al

BE IT RESOLVED THAT this Regular Meeting of Council be adjourned until the next regular meeting scheduled for March 1, 2023 at 9am. For (6): Mayor Marvin Junkin, Councillor Bob Hildebrandt, Councillor Wayne Olson, Councillor John Wink, Councillor Kevin Ker, and Councillor Brian Eckhardt