Township of East Garafraxa

Regular Council Meeting Minutes

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In-Person and Virtual (Hybrid)
065371 Dufferin County Road 3, Unit 2, East Garafraxa ON L9W 7J8
Council Members Present:
  • Mayor Guy Gardhouse
  • Deputy Mayor John Stirk
  • Councillor Lenora Banfield
  • Councillor Dave Halls
  • Councillor Jeremy Zukowski
Staff/Consultants Present:
  • Peter Avgoustis, CAO
  • Dave Knight, Director of Public Works
  • Alan Selby, Treasurer
  • Jessica Kennedy, Clerk
  • Shannon Peart, Administration/Clerk's Dept.
  • Jennifer Maestre, Township Planning Consultant, Fotenn Consultants Inc.
  • Matthew Wick, Manager, Capital Delivery and Environmental Services

Meeting was held as a hybrid meeting, with in-person and remote participation. 

Mayor Gardhouse, Deputy Mayor Stirk and Councillors Banfield, Halls and Zukowski were in attendance in-person. 

Mayor Gardhouse called the meeting to order. 

  • Moved by:Councillor Banfield
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: The agenda be approved as circulated.

    CARRIED
  • Moved by:Councillor Zukowski
    Seconded by:Deputy Mayor Stirk

    BE IT RESOLVED THAT: Council do hereby adopt the minutes of the Regular Council Meeting held on January 28, 2025, as circulated.

    CARRIED
  • Moved by:Councillor Banfield
    Seconded by:Councillor Halls

    BE IT RESOLVED THAT: Council do hereby adopt the minutes of the Special (Budget) Council Meeting held on January 29, 2025, as circulated.

    CARRIED

Nothing at this time. 

Nothing at this time. 

Nothing at this time. 

Nothing at this time. 

Nothing at this time. 

Alan Selby, Treasurer, provided an overview of the staff report. The report includes information requested at the January 29, 2025, Budget meeting, along with additional items for Council's consideration, as outlined in Table A.

The County of Dufferin’s adopted rate is 4.21%. Adjusted blended rates, incorporating the Township rate, were discussed, along with comparator municipalities.

The operating budget has increased due to service level enhancements, inflationary costs, an anticipated increase in the grass-cutting tender, and special projects. Capital projects contained in the budget do not impact the tax levy as costs are allocated from annual funding and reserves. 

Council in favor of Option C in Table C of the staff report. This option reflects the budget presented at the Special Budget meeting, with the addition of $25,000 to a reserve to offset the anticipated 2026 O.P.P. increased costs and $40,000 to the Infrastructure Reserve.

  • Moved by:Councillor Banfield
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: The Treasurer’s 2025 Draft Budget Amendments report be received;

    AND THAT the Township 2025 Tax Levy be set at $ 4,503,261.00;

    AND THAT the 2025 Budget Estimates By-Law be prepared for the next meeting of Council.

    CARRIED

Peter Avgoustis, CAO, reported that the agreement will assist the developers in moving forward with the Marsville water system expansion to service the proposed residential subdivision developments in the Marsville settlement area. Project will move forward in phases. The project will be funded by the developers. 

Any changes to the proposed location of the well would require an amendment to the Environmental Assessment previously completed.  

  • Moved by:Deputy Mayor Stirk
    Seconded by:Councillor Halls

    BE IT RESOLVED THAT: Council directs the CAO and Township Solicitor to negotiate a Front-Ending Agreement for the Marsville Water System Expansion with the Developers of the Thomasfield and MEI properties and THAT;

    Council delegate the execution the signing of the Agreement to the CAO, upon satisfaction of the Township Solicitor, to a maximum dollar amount of $300,000 in value.

    CARRIED

A recess was held from 3:07 p.m. to 3:15 p.m. 

Jennifer Maestra, Township Planning Consultant from Fotenn Consultants, attended remotely. The applicant has satisfied the requirements for the removal of the second Holding provision from the subject lands.

Ongoing monitoring of the impacts on the agricultural lands will be conducted through the Site Plan Agreement, which incorporates these lands. The ongoing evaluation of the annual event taking place on adjacent lands owned by the applicant will also be addressed through the Site Plan Agreement.

  • Moved by:Councillor Banfield
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: Council receive the Planning Report dated February 4, 2025;

    AND THAT Holding Zone Removal Application file Z1-25 for property location 065243 County Road 3, being East Part Lot 6, Concession A, be approved;

    AND FURTHER THAT Council lift the Holding Symbol 2 (A-16-H2) provision that applies to the subject lands, in accordance with the draft By-Law as presented as Attachment A to the report.

    CARRIED
  • Moved by:Councillor Banfield
    Seconded by:Deputy Mayor Stirk

    BE IT RESOLVED THAT: Council do hereby support the Grand Valley Public Library Board 2025 Budget, as presented, in the amount of $428,826.00, East Garafraxa's share being $47,613.00.

    CARRIED

Discussion ensued regarding traffic calming measures. It may be appropriate to evaluate the area when the capital project for A Line has commenced. Consideration for improvements to intersections could be assessed when the Caledon-East Garafraxa Townline is scheduled for redevelopment.

Staff were directed to respond to the resident and forward the matter to Caledon for consideration, as the Town of Caledon maintains the section of the Caledon-East Garafraxa Townline boundary road referenced in the letter. The Town of Caledon was not included in the original circulation from the resident. 

Alan Sleby, Treasurer, Dave Knight, Director of Public Works, Matthew Wick, Manager, Capital Delivery and Environmental Services, and Shannon Peart, Administration Clerk's Dept. left the meeting when in recess and did not return.  

A recess was held from 3:50 p.m. to 4:01 p.m.

Closed Meeting was held from 4:02 p.m. to 5:46 p.m. 

  • Moved by:Councillor Banfield
    Seconded by:Deputy Mayor Stirk

    BE IT RESOLVED THAT: a Closed Meeting of Council be held pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reason(s): 

    16.1 Adoption of Closed Meeting Minutes

    16.2 Grand Valley and District Fire Board
    Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.

    16.3 Human Resource Matters
    Personal matters about an identifiable individual, including municipal or local board employees; and labour relations or employee negotiations.

    16.4 Municipal Restructuring (Amalgamation)
    A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

    CARRIED

Jessica Kennedy, Clerk, left the Closed Meeting and did not return to the open session of Council. Peter Avgoustis, CAO, was the Acting Clerk for the remainder of the meeting. 

Due to technical limitations, the remainder of the open session of the Council meeting, following the Closed Meeting, was held in-person only and did not include a remote participation option.

  • Moved by:Councillor Halls
    Seconded by:Councillor Banfield

    BE IT RESOLVED THAT: Council do hereby resume regular business in open session. Staff instructed in accordance with Closed Meeting discussions. 

    CARRIED
  • Moved by:Councillor Halls
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: Leave be given to introduce a by-law, being a By-Law to Remove the Holding (H2) Provision from Agricultural Exception Sixteen Zone for lands municipally known as 065243 Dufferin County Road 3, East Part of Lot 6, Concession A, within the Township of East Garafraxa, and that it be given the necessary readings and be passed and numbered 7-2025.

    CARRIED
  • Moved by:Deputy Mayor Stirk
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: Leave be given to introduce a by-law, being a by-law to confirm the proceedings of the Council of the Corporation of the Township of East Garafraxa at its meeting held on February 11, 2025, and that it be given the necessary readings and be passed and numbered 8-2025.

    CARRIED

Meeting adjourned at 5:49 p.m.

  • Moved by:Councillor Halls
    Seconded by:Councillor Banfield

    BE IT RESOLVED THAT: Council do now adjourn to meet again for the Regular Council Meeting on February 25, 2025, or at the call of the Chair.

    CARRIED