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
  • 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.

Councillors Banfield and Halls left the meeting during Closed Session and did not return to the meeting. 

Mayor Gardhouse called the meeting to order at approximately 3:15 p.m., the delayed start was due to a Committee of Adjustment hearing held prior to the Council Meeting that ran longer than anticipated. 

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

    BE IT RESOLVED THAT: The agenda be approved as amended pursuant to the addendum. 

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

    BE IT RESOLVED THAT: Council do hereby adopt the minutes of the Regular Council Meeting held on April 8, 2025, as circulated.

    CARRIED

Nothing at this time. 

Nothing at this time. 

Mayor Gardhouse read the proclamation and declared May 2025 as MS Awareness Month on behalf of Council. 

Mayor Gardhouse read the proclamation and declared May 2025 as Sexual Violence Prevention Month on behalf of Council. 

Sara MacRae from the County of Dufferin and Rebecca Danard from the Clean Air Partnership attended remotely. They reviewed the revised presentation and provided details on the BetterHomes Dufferin Program, a municipally led financing initiative designed to support home energy retrofits and resiliency measures.

A recess was held from 3:56 p.m. to 4:04 p.m.

Councillor Zukowski left the meeting at 4:04 p.m. due to his declared pecuniary interest. Peter Avgoustis, CAO stepped out of the meeting during the Public Meeting. 

Mayor Gardhouse provided remarks on how to provide comments on the Planning Applications. 

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

    BE IT RESOLVED THAT: Council do now hold a Statutory Public Meeting pursuant to the Planning Act, R.S.O. 1990, c. P.13, to consider the following application(s):

    Zoning By-Law Amendment Application Z2-25 and Official Plan Amendment Application OPA1-25 by applicant Ron Davidson, Land Use Planning Consultants Inc. on behalf of owner Greenwood Construction Company Limited c/o Sam Greenwood for property location 351122 17th Line, East Part Lot 2, RP 7R968 Part 1, Concession 17.

    CARRIED
  • Councillor Zukowski declared a conflict on this item. (Councillor Zukowski declared on item 8.1 as he is related to the applicant.)

Township Planning Consultant Jennifer Maestre, Fotenn Consulting, was in attendance remotely and went through the presentation. The subject property is designated Extractive Industrial Special Policy 1 (MX-1) under the Township Official Plan and zoned Rural Residential (RR) under Township Zoning By-law 60-2004, as amended. The purpose of the applications is to permit the conversion of the existing dwelling on the subject lands to an office use associated with the adjacent licensed aggregate operations operated by Greenwood Construction. It is proposed that, once the aggregate operations are no longer in use and the lands rehabilitated, the subject property would be returned to residential uses. A future Site Plan Application will follow to support the proposal.

It was noted that should the Official Plan Amendment be adopted the required documents would be forwarded to the County of Dufferin for decision as the approval authority. 

Comments were received by the following:

  • Dufferin County:
    • Building Serivces: no concerns with the application. The applicant is to apply for a building permit prior to occupancy for a change of use permit.
    • Planning Division: No concerns with the proposed Official Plan and Zoning By-law Amendments.
  • Enbridge
    No objections to the proposed applications.

Following preparing the presentation written comments were received by Bernie Kottelenberg, 351136 17th Line, regarding his property to the north of the subject lands and Mr. Kottelenberg questioned if there would be any impacts to any future agricultural development on their farm with respect to MDS.

Mr. Kottelenberg was in attendance remotely and noted his previous comments. 

Applicant Ron Davidson was in attendance remotely; owner of Greenwood Aggregates Sam Greenwood was in attendance in-person. Mr. Davidson addressed Council and provided details on the applications. 

Councillor Zukowski returned to the meeting following the Public Meeting adjournment resolution. 

  • Moved by:Councillor Halls
    Seconded by:Councillor Banfield

    BE IT RESOLVED THAT: Council do hereby adjourn the Public Meeting and resume regular business. 

    CARRIED

Official Plan Review process was discussed. It is anticipated that the next step, following receipt of comments, is to hold a workshop for the review. 

Discussion ensued regarding proposed changes to the Planning fees and deposits. Council to review and provide comments to the CAO. Matter to be included on a future Council meeting for decision. 

Nothing at this time. 

  • Moved by:Councillor Halls
    Seconded by:Councillor Banfield

    BE IT RESOLVED THAT: Council receive the Canine Control Services, AgapiK9 Agreement Extension report dated May 1, 2025;

    And further that Council pass the corresponding By-Law as presented in the report, to amend By-Law 47-2022, to extend the existing agreement, with minor amendments, for a period of three-years.

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

    BE IT RESOLVED THAT: the Treasurer’s March 31 Budget Variance Report be received.

    CARRIED

Discussion ensued regarding the sign exemption request. Council determined the proposed exemption is appropriate as requested. The motion was amended to reflect the sign exemption as requested, with conditions. A condition was added requiring that the illumination of the sign to be turned off from midnight to 6:00 a.m., consistent with conditions applied in previous sign exemption approvals.

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

    BE IT RESOLVED THAT: Council receive the Sign By-Law Exemption Request – Orangeville Building Supply, 205164 County Road 109 report dated May 12, 2025; and

    That Council approve the sign exemption request to Sign By-law 37-2012, as amended, submitted by Lovett Signs on behalf of Orangeville Building Supply Inc., for property location 205164 County Road 109, to permit the installation of a new freestanding illuminated sign to replace the existing sign, as outlined in the rationale letter dated April 30, 2025, and in accordance with the supporting materials dated March 18, 2025, subject to the following conditions:

    1. Payment of the sign application fee of $300, plus an additional $100 for the illuminated message centre;
    2. That the illumination be turned off from midnight to 6:00 a.m.;
    3. Receipt of comments from the County of Dufferin Public Works Department;
    4. Obtaining a building permit.
    CARRIED

Township fencing projects were not completed in 2024; therefore, the Orton Park fencing was not completed. The fencing project will be included in the Township's procurement process for 2025.

  • Moved by:Councillor Banfield
    Seconded by:Councillor Zukowski

    BE IT RESOLVED THAT: Council support the Grand Valley Agricultural Society request for the 2025 Grand Valley Fall Fair in the amount of $250.00. 

    CARRIED

A recess was held from 5:46 p.m. to 5:53 p.m.

Alan Selby, Treasurer, Dave Knight, Director of Public Works, and Matthew Wick, Manager of Capital Delivery, and Environmental Serivces left the meeting prior to the Closed Meeting and did not return to the meeting. 

Closed Meeting was held from 6:01 p.m. to 6:47 p.m. 

Councillors Banfield and Halls left during the Closed Meeting and did not return to the meeting. 

  • Moved by:Councillor Halls
    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 - Compensation Review and Recruitment Update
    Personal matters about an identifiable individual, including municipal or local board employees; and  labour relations or employee negotiations.

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

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

    CARRIED

By-Laws listed under item 18 were considered prior to going into the Closed Meeting. 

  • 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 authorize the undertaking of energy efficiency and climate resilience works on private residential property as local improvements under the BetterHomes Dufferin Program, and that it be given the necessary readings and be passed and numbered 20-2025. 

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

    BE IT RESOLVED THAT: Leave be given to introduce a by-law, being a By-Law to authorize the execution of an agreement between Agapik9 Inc. and the Corporation of the Township of East Garafraxa for the delivery of canine control services, and that it be given the necessary readings and be passed and numbered 21-2025. 

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

    BE IT RESOLVED THAT: Leave be given to introduce a by-law, being a By-Law to further amend By-Law 37-2012, as amended by By-Law 5-2020, prohibiting or regulating signs and any other advertising devices within the Township of East Garafraxa, and that it be given the necessary readings and be passed and numbered 22-2025.

    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 May 13, 2025, and that it be given the necessary readings and be passed and numbered 23-2025.

    CARRIED

Meeting adjourned at 6:49 p.m.

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

    BE IT RESOLVED THAT: Council do now adjourn to meet again for the Regular Council Meeting on Tuesday, June 10, 2025, at 2:00 p.m., or at the call of the Chair.

    CARRIED
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