[2:08] I will call the meeting to order. And remind everyone

[2:12] that please note this meeting is being live streamed or

[2:14] recorded by entering council chambers. You are consenting to be

[2:18] recorded. Any opening comments this morning. From council. Smith. Thank

[2:26] you, your worship. I wanted to touch on a few

[2:29] September events this morning. As, of course, we've landed into

[2:35] the month that is going to bring us a change

[2:37] of season. Sunday, September 6th, this Sunday is the annual

[2:43] Decoration Sunday at Intercap Cemetery. Gravesites and monuments will be

[2:49] meticulously bedecked for Pomp and Circumstance and official service will

[2:55] be held beginning at two on Sunday afternoon. Congratulations and

[3:00] best wishes to the officers, directors, and members of the

[3:04] Tavistock Agricultural Society, putting the finishing touches on the 174th

[3:10] edition of the Tavistock Fall Fair set to open a

[3:14] week Friday. Friday, September 11th runs across that weekend. Queens

[3:20] Park, the arena, and Memorial Hall in the village of

[3:23] Tavistock, the site of great fall, as is the lengthy

[3:30] tradition. And of course, nod to all volunteers that will

[3:34] be participating. In the coming days, the 26th edition of

[3:38] Canada's Outdoor Farm Show will be in full force for

[3:42] over 30 years, the three - day event attracts visitors

[3:45] and exhibitors from across the continent and from different parts

[3:49] of the world, highlighting innovation in agriculture. Over 40, 000

[3:55] attendees expected with hundreds of exhibitors of all varieties participating

[4:01] in 2026, Eastern Canada's largest outdoor farm show opens September

[4:07] 16th on the grounds of the so - called Discovery

[4:11] Farm on the southern edge of East Zora Tavistock. Look

[4:15] for our rural Oxford economic development team at Canada's outdoor

[4:21] farm show this year. And we're under a week away

[4:24] from the launch of a brand new school year, changing

[4:27] routines, increased traffic, both vehicle and pedestrian, the time to

[4:33] exercise extra care and caution following the long weekend, as

[4:38] we all climbatize to new regimens, always comes back to

[4:42] safety first, always, and a quick nod to our compliment

[4:47] of dedicated crossing guards back for another school year. We

[4:51] appreciate you and your work. And the start of this

[4:55] school year will feature a traffic safety initiative from Oxford

[4:59] OPP, Operation Safe Start, aims to protect students, send their

[5:04] families at Morning Drops afternoon pickup, and along school bus

[5:09] routes where traffic volumes increase the police service will target

[5:15] speeding, distracted driving, and violations involving stop school buses. It's

[5:21] an education first initiative that will also include enforcement of

[5:26] penalties as necessary. We're all being urged to be patient.

[5:30] Stay alert during the back - to - school window

[5:33] beginning next week. And of course, beyond as each of

[5:36] us contributes to street and road safety. Thank you, merci

[5:42] Miguel. Thank you, counselor Smith. Any other opening comments this

[5:48] morning. Councilor Rudy. Everybody know that the TabiSTOC Braves opened

[5:53] their home season on September the 18th against New Hamburg.

[5:56] 7. 30 so. Offer another start of another, hopefully successful

[6:02] season. Thank you, Council Reedy. Any other opening comments this

[6:06] morning? Seeing any, we'll move on to item two, approving

[6:11] of today's amended agenda. Resolution will be on your screen

[6:16] momentarily. Move by Councillor VanWyck, seconded

[6:26] by Councillor Gillespie, the Council approved the Agenda for the

[6:29] September 2nd, 2026 meeting as amended. Any discussion regarding that

[6:34] motion. Not seeing any. We will call the vote.

[7:05] Councilor, are you able to connect and vote electronically.

[7:16] It's not giving me the option here, Megan. Sorry. I

[7:24] can vote by hand if that works.

[7:35] All right, that is carried. On to item number three,

[7:45] Disclosure. Is there any disclosure of pecuniary interest, general nature

[7:49] thereof. Not seeing any. We'll move on to minutes, item

[7:56] four. Minutes from the August 5th, 2026 Council meeting. The

[8:00] Resolution on your screen regarding those minutes.

[8:18] Move my counselor Smith, seconded by Councilor Rudy that Council

[8:21] confirmed the minutes of August 5th, 2026 Council meeting as

[8:24] printed and circulated.

[9:04] Thank you. I'm happy to be here to present the

[9:08] summary report of the 2025 Community Planning Service. That's delivered

[9:12] to the township by the County of Oxford. So the

[9:18] Planning Service is directly provided by Development Planner. Adam, who's

[9:24] normally here, supported by myself. And also a broader CPO

[9:30] team, including the director, manager of Planning Policy. Six or

[9:36] seven other development planners. Policy planners, and GIS analysts. So

[9:41] together the broader team is able to provide a comprehensive

[9:45] suite of provincial planning service and technical expertise. In support

[9:52] of broad range of county and township, planning projects initiatives.

[9:56] And including special studies, secondary planning, and comprehensive zoning updates.

[10:01] We're also supported by a team administrative staff. For the

[10:06] development review, a portion of the service in 2025, we

[10:11] process 29 development applications. Uh, within the township. Which represented

[10:16] seven percent of the total number of applications, submitted countywide

[10:20] last year. Uh, we also participated in preconstation meetings for

[10:24] development proposals. Uh, engaging with township staff and an Oxford

[10:30] County Public Work staff during pre - consultation meetings and

[10:33] through the review and evaluation. Adolescents and confirming that conditions

[10:38] of approval that were attached by the township, Land Division

[10:41] Committee, or the county have been appropriately satisfied. Uh, we

[10:45] also participated in updating the draft servicing allocation service incapacity

[10:54] allocation. Uh, and monitoring protocol. And we also helped with

[10:59] Oxford County Public Works deliver a webinar to the Delman

[11:03] community throughout the county. To write education on the allocation

[11:08] protocol that was approved by County Council in October, 2025.

[11:13] Last year, we also had significantly related to the candidate

[11:18] postal strike. This provided significant challenge to providing the required

[11:24] notice, uh, in accordance for the planning act for a

[11:27] number of applications during this period. Uh, significant time was

[11:31] spent, uh, spent arranging for delivery of notices by courier

[11:35] working with Township Quirk staff to do hand deliveries of

[11:39] notices were appropriate. All to minimize the time delays in

[11:45] the delivery class while still maintaining the processing to ensure

[11:50] we didn't have any appeals to the Ontario Land Tribunal

[11:54] for not meeting our legislative timelines and requirements. Uh, table,

[11:58] one of the report provides an overview of the application

[12:01] type submitted each year for the last five years and

[12:04] the five - year average for each type of application.

[12:08] Last year, application volumes were higher than a 2024, which

[12:11] had 19, but similar to volumes experienced in 2023, which

[12:15] was 31. Township staff and planning staff have regular, uh,

[12:21] regularly monitor the zoning by law just to observe trends.

[12:26] If the variances for one type of version, that routinely

[12:29] approved by council or committee of adjustment. It often makes

[12:33] sense for us to mince those provisions to reduce the

[12:37] number of applications that are required. So that's why you'll

[12:40] see sometimes the number of the applications, uh, can vary.

[12:47] Last year, we estimate that 37 new residential launcher units

[12:51] were approved in the township by either the township County

[12:55] Council Land Division Committee or Committee of Adjustment. 30 new

[13:00] units were had building permits issued in 2025. And of

[13:04] the 30 units, 24 were built in the village of

[13:06] Tavistock, two in the village of Interkip and the remaining

[13:10] four were in areas outside of settlements in the township.

[13:14] Uh, we estimate that there's currently 185 approved residential units

[13:20] or lots in the township at the year end of

[13:23] 2025. If we used a three year, a building private

[13:28] building perimeter average afforded units per year is a representative

[13:31] about five years of approved residential supply. Or if we

[13:35] use the five year building permit average, this would be

[13:37] four years. The residential supply, which this does comply with

[13:42] the, both the county and the townships requirements in the

[13:46] PPS under section 2. 14 to maintain all at all

[13:50] times at least a three years supply of residential units.

[13:55] Uh, it's noted that additional growth lands will come on

[13:57] in the settlement areas in Tavistalk and Interkip wants to

[14:01] completion of the secondary plan is finalized. For 2026

[14:11] staff are working with township staff to complete that secondary

[14:15] plan, implement the policies, agricultural policies of OPA - 269

[14:22] through a comprehensive agricultural zoning update. Uh, reviewing the extent

[14:30] and the language of the planning services agreement that the

[14:36] township has with the county for the planning services provided.

[14:41] Provided a review of planning application fees to provide options

[14:44] to the township, uh, if you wish to recover, uh,

[14:49] more of the costs associated with development review. The other

[14:54] half of the Department, uh, the policy plan, the policy

[14:57] planning team. They've been very busy. The last five years

[15:00] have had as much change as the last 40 years.

[15:03] Uh, in the planning act. So a lot of their

[15:05] time has been spent monitoring legislative change and implementing that,

[15:12] including changes through Bill 17, which allows, uh, minor variances

[15:16] without application changes to complete application requirements and changes, uh,

[15:23] to ministers zoning orders and the new streamlined approvals for

[15:27] Public Schools, Public Elementary Schools and the Public Secretary Schools.

[15:33] Proposed changes introduced through Bill 60 and 68, which exempt

[15:38] provincial decisions from a crime to consistently provincial policy consultations

[15:44] on approach regulations for minimum lot size as well as

[15:48] the establishment of the provincial conservation authority and the merger

[15:52] of the conservation authorities. As well last year we provided

[15:59] updating guidance and suggested process for planning for renewable energy

[16:03] and battery storage. Proposals. Uh, we also, uh, updated our

[16:11] chapter 10 policies to improve development process through revising or

[16:15] establishing policies for complete application requirements. Having the framework for

[16:21] delegation of approval authority, uh, so if it's something that

[16:24] the township is interested in, uh, we now have the

[16:27] ability to, uh, delegate, uh, more items, uh, to staff

[16:33] to avoid them having to come to council. And as

[16:36] well as developing, uh, implementation guidance and a new mapping

[16:41] layer to assist that township staff with interpreting the scope

[16:46] for the Azir Right Minor variances. Due to the patient

[16:52] scope of legislative changes to the planning act. There's still

[16:55] a tremendous amount of, uh, changes that are. Are made

[17:00] in legislation, but they don't have the implementing regulation issued

[17:04] yet. Uh, so often, you know, every Friday afternoon, you

[17:08] have to browse the registry of, I rent to registry

[17:10] to see what changes around the horizons. So a lot

[17:13] of our staff time is spent doing that and as

[17:16] well as keeping, uh, both, uh, township and county council

[17:21] surprised of the implications of those changes and providing comments

[17:25] to the province through that, uh, through that process. Um,

[17:31] I'll just turn it over to Don Ford to speak

[17:33] about the sourcing capacity. And then I'll be able to

[17:36] answer any questions. Thank you through the mayor of the

[17:44] council. Water and wastewater services works with planning. And with

[17:49] the recent, uh, capacity allocation policy, we basically put approvals

[17:54] in the three buckets. You'll see it expressed in the

[17:57] report. There's the committee capacity bucket. That's registered plan of

[18:03] subdivisions. Registered Plan of Condominiums, site approvals. Including industrial commercial

[18:08] or institutional plan of subdivisions and consent to sever once

[18:13] all the conditions are fulfilled. Then we have another bucket,

[18:16] which is conditionally conditionally committed capacity, which is draft approved

[18:22] plan of subdivisions, draft approved plan of condominiums and draft

[18:27] approval for industrial commercial institutional. And the third bucket code

[18:32] submitted in circulated, which is site plans or official plan

[18:36] amends. So with that in mind, if we look at,

[18:40] um, uh, if we look at the village of Tavistock,

[18:44] it says to me that with the current Wells Dynamic

[18:46] Supply Capacity, which is all of the Wells, they're currently

[18:49] available with operations and use. We're sitting at 58 percent

[18:55] with the existing usage and committed capacity. The utilizations expected

[19:01] to be 59 percent if we include the conditionally committed

[19:05] and submitted circulated. Leaving the forecasted unutilized equivalent of 4,

[19:13] 000 residential units available. Upon development of the additional well

[19:17] supply, which is under designed in 27, 28 construction 2930

[19:22] to be online in 2031. The system would have an

[19:26] estimated feature dynamic supply capacity of 11, 837 cubic meters,

[19:32] leaving the forecasted, uh, unutilized capacity equivalent of 14, 701

[19:38] residential units. Respecting wastewater, treatment capacity. It's currently estimated that

[19:44] the Tavistock wastewater treatment plant is utilized at 88 percent

[19:48] with the existing usage and committed capacity. And that utilizations

[19:53] expected to be 90 percent of the current capacity of

[19:57] conditionally commit proposals are also included. After the expansion of

[20:02] the facility, planned for construction in 29 and 2030. This

[20:08] would represent then plant capacity. And we would then have

[20:14] a forecasted unutilized capacity equivalent of 1, 760 residential units.

[20:21] Now this right now is a hard ceiling for the

[20:24] current place in the receiver. We discharge. So, uh, in

[20:27] terms of assimilating any future expansions to the plant. Inner

[20:32] Kip, it says to me that the current Wells Dynamic

[20:35] Supply Capacity are sitting at 48 percent. The utilizations expect

[20:40] to be 57 percent. circulate were included leaving the forecasted

[20:48] unutilized capacity equivalent of 584 residential units. In terms of

[20:53] the wastewater pumping capacity, uh, the current intercap wastewater sewage

[20:59] pumping station is utilized at 84 percent with the existing

[21:02] and committed capacity. With the remaining unutilized capacity equivalent of

[21:08] 125 units, um, utilization expected to be at a hundred

[21:13] percent of the current capacity if we include the submitted

[21:16] circularly proposals. Now after twinning of the fourth mane, which

[21:20] is in the county of Oxford Budget Book from 2034

[21:24] to 35, which is undertaken for redundancy, there could be

[21:28] additional capacity plan for in its design specifically for more

[21:32] development based on the township secondary plan requirements. Then in

[21:39] Hixon, uh, this community has a current utilized and committed

[21:43] capacity sitting at 17 percent of the 300 cubic meters

[21:47] a day dynamic supply that's possible. However, the system has

[21:50] a single well. And in the event that swells offline,

[21:54] we'd have to truck in water, which is maxed at

[21:57] 100 cubic meters a day. So that leaves the forecasted

[22:01] unutilized capacity equivalent of 40 residential units. Uh, these are

[22:07] reviewed regularly by community planning and Oxford County Public Works

[22:12] as we work together the track these existing and future

[22:16] conditions. I thank you. Thank you, Mr. Ford. Any questions

[22:21] for our presenters. This morning. Councillor Rudy.

[22:31] When you talk about, uh, wastewater treatment, um. Expansion in

[22:38] 2930. Are you talking expansion to the existing settlement ponds

[22:42] or is it something different.

[22:52] No. Expanded. It's under an EA process, environmental assessment process.

[22:59] And we're putting together alternatives for a public meeting to

[23:04] determine which is the best alternative. Some of those alternatives

[23:07] are a hybrid where we keep the lagoons. And have

[23:11] an additional process attached to it so that we meet

[23:14] the requirements for the receiver for those types of volumes.

[23:19] Um, other options are to go fully mechanical. Uh, they

[23:23] all have different prices, costs, environmental impacts. So those all

[23:27] need to be presented to the public and, uh, decided

[23:31] upon. But that's what would be reference. Yeah. Yeah. Okay.

[23:35] Thank you. And just as I'll add an add -

[23:40] on to that, there already has been one public meeting

[23:42] regarding that. That was held quite a while ago. So

[23:47] any other questions for presenters. Deputy Mayor Smith. For the

[23:52] Hickson well that's here. And you said if we have

[23:56] an issue with the well, thuc trucked in water. Do

[23:59] you have a dedicated provider for that. Or are you

[24:03] just, will you look for one at the time. Um,

[24:05] I know some of the companies that used to haul

[24:08] water for the county are no longer provide that service.

[24:12] And I just wondered who you have under contractor under

[24:16] contact for providing water to the services over here if

[24:21] we need it. Excellent. Through the mayor of the council,

[24:25] um, I believe operations through our QMS system, calling management

[24:29] system maintains a list of vital suppliers at all times.

[24:33] And they review it annually. So whatever would have been

[24:36] on there previously that's dropped off. There will be a

[24:39] new supplier identify so that operations can quickly get the

[24:42] water. Yeah. Any other questions for Councillor Smith. Thank you.

[24:50] Rewardship. Not a question. Simply a comment. I think this

[24:54] is a great report gives us plenty. Of, uh, information,

[25:04] uh, what we can expect moving forward. And it's certainly

[25:09] exemplifies great collaboration between the community planning office and our

[25:16] staff, uh, we appreciate, uh, everything that the CPO does.

[25:22] And, uh, I think I speak for everybody the expertise

[25:27] that Mr. Robson and more recently, Mr. Giniak, uh, bring

[25:32] to planning any sort of tabostock. On an ongoing basis.

[25:38] So thanks so much. Thank you. Any other questions for

[25:42] our presenters. I've got a couple of quick ones. As

[25:48] far as interkips, wastewater capacity. You foresee because of that

[25:52] twinning is not going to be done for another eight

[25:55] years, nine years. Do you see where we will basically

[25:59] hit the wall before then as far as new development

[26:02] goes. Quite a bit in advance of that? Do you

[26:05] see that happening? Maybe the best answer to that. Maybe

[26:09] over to Eric their best to judge the, uh, development

[26:12] progress and interkip perhaps. Based on the current building permit

[26:20] volumes and settlement areas. I think we probably have time

[26:22] in Interkip. Until that, um, comes online. We do review

[26:29] these, all these numbers annually so that we know that

[26:32] if we're coming up closer to that, um, hopefully public

[26:36] works can move it up in their capital budget to

[26:39] start the process earlier. I know we are sensitive to

[26:41] that. Uh, so we, we, we do build in appropriate

[26:43] lead time to all of these projects. And that's why

[26:46] the annual, um, completion of building premise stats and the

[26:52] land supply. Like this report ideally would come to you

[26:55] in January, February. But it takes time for us to

[26:58] consolidate all the information. And then as well get the

[27:02] water and waste water information and then put them together,

[27:05] uh, find the trends and then present the information. And

[27:07] then that does factor into future budget plans. Thank you.

[27:13] Because I think the 125 max units will be hit

[27:17] well before 2034, 35, right? So that's going to have

[27:20] to be considered. Earlier in that. Eric, can you give

[27:24] us a real reader's digest version of the updated guidance

[27:29] on renewable energy projects in Oxford County. Sure. So the

[27:36] process is, I'll say largely driven by the independent electricity

[27:42] system operator. So they have what's called the procurement rounds.

[27:47] Uh, so the, um, the last round closed, I think

[27:50] was that last end of last year. Our battery energy

[27:53] storage projects. So what happens is the proponent, um, makes

[27:57] the application, do I ESO. They need to get resolution

[28:02] of support from the local municipality. Um, the difficulty with

[28:07] that is, you know, they're asking, um, like for a

[28:10] battery energy storage project, there can be major implications from

[28:13] a fire perspective. Um, uh, public health potentially, uh, if

[28:19] they do catch fire, um, there's often, uh, in Tanchman

[28:22] ECT, you're going to have agricultural impacts. So it's difficult

[28:26] to provide that initial resolution of support without having any

[28:29] of the, uh, the details and the studies completed. Uh,

[28:34] so essentially, uh, we suggested that there'd be a, uh,

[28:37] process or a protocol followed where the applicant would be

[28:40] required to provide some minimum studies, some citing, uh, citing

[28:44] information, uh, give us information of how you arrived at

[28:48] this at the proposed site, potential impacts, uh, and do

[28:52] a screening. And essentially then, uh, our staff would bring

[28:56] a report, the township council, you know, to give you

[28:59] information of, uh, this is the potential impacts or these

[29:03] are the things that have to be further worked out.

[29:06] Uh, and then you would have that information and applicant

[29:08] would be provide that information. We could potentially even have

[29:12] a peer review at the beginning, uh, before you do

[29:14] provide that initial resolution of support. Because once you provide

[29:18] that, then the actual, it's kind of backwards, but that's

[29:21] when the formal planning process starts. That's when they submit

[29:25] the application for official plan amendment and zone change, uh,

[29:28] that's where you do the formal circulation. That's where the

[29:31] formal public consultation happens. But that's kind of after they've

[29:35] already got a preliminary resolution of support. So I know

[29:39] we've advocated through the webinars and consultation with ISO that

[29:44] there has to be a better way to do it.

[29:46] Than requiring that up front. Cause it really, sometimes it

[29:49] undermines the Public's confidence in the process because the township's

[29:53] already said, yes, we're willing to consider this before you've

[29:55] actually had the studies. And you've heard from the public.

[29:59] But yeah, this protocol is a way to try to

[30:02] mitigate some of those possible impacts. Thank you. Councillor Rudy.

[30:10] One of the other things in Tavistock with respect to

[30:13] sewage treatment is the William Street Pumping Station. There was

[30:16] an upgrade to that supposed to happen to allow some

[30:19] more. West End development. Is that scheduled for soon or

[30:23] next year? What's the schedule for that. Through Mayor to

[30:30] council. So yes, good point about the Suez Pumping Station.

[30:34] It is currently under design. So the Zylpher and then

[30:40] to the next. I'll begin thereafter as all the studies

[30:43] have been completed. So it'll probably be a year and

[30:47] a half further. So you'd be looking at probably Q1

[30:50] 2029. It would be in service. Thank you. Any other

[31:00] questions. For our presenters. Not seeing any. Thank you gentlemen.

[31:06] We have a resolution that will be on your screen

[31:09] momentarily to accept the presentation. As information.

[31:20] Move by Councilor Zaire. Seconded by Councillor Smith. The presentation

[31:23] from Oxford County Community Planning regarding the 2025 East Store

[31:28] Tavistock annual planning report be received as information. Is there

[31:32] any discussion regarding that resolution. Of seeing any? We'll call

[31:35] the vote. That is carried.

[31:46] We are on to item seven correspondence for information. We

[31:51] have just one item under that today. And that's Oxford

[31:55] County Public Works, new general water and wastewater services Byla

[31:59] update. Any questions regarding regarding that piece of information. I

[32:09] don't see any. We have a resolution to receive that

[32:11] item as information beyond your screen. Move by Councilor Zare,

[32:18] seconded by Council Rudy that correspondence for information item 7A.

[32:21] Be received as information. Any discussion. We'll call the vote.

[32:39] That is carried. Veronica item A correspondence for action. The

[32:44] Upper Times River Conservation Authority. Invasive species prior prioritization. Work.

[32:52] Um. Any member staff want to comment on that?

[33:02] I can marshafer. Thank you. Um, this was a request

[33:04] that, uh, staff received from the upper Times Conservation Authority

[33:08] regarding invasive species prioritization work. Um, so they already doing

[33:15] some work this year in the township regarding frag mites

[33:18] and other invasive species. Um, if council wants more information

[33:21] on that, I'm sure, um, our director of, um, infrastructure

[33:24] and community services. Tom Lightfoot can speak to that. Um,

[33:27] but at this point this request is just from the

[33:31] UTRCA asking council to support their work in 2027, um,

[33:37] in that request, four different areas. I believe that they're

[33:41] asking for support. One is including funding, um, and the

[33:45] others are Public Engagement. Um, access to mailing lists, et

[33:50] cetera. So. Happy to try and answer any questions that

[33:54] council may have on this one. Thank you, Clark Vader.

[33:56] Uh, Deputy Mayor Smith. What is this invasive species that

[34:01] they're talking about. There's a couple of different ones. I

[34:09] think there's a not weed. There's the one that they're

[34:13] really focusing on for here is the Fragmite, the invasive

[34:17] fragmites. There's native phragmities and the invasive ones. We do

[34:20] have some small pockets. The larger portion of them are

[34:23] on private property. Some have encroached out into the right

[34:26] of way. We've been cutting those back. Um, Ostri County

[34:31] has been, had a program in the past years. Treating

[34:35] them spraying the phrag mitezine base of fragmites. So I

[34:38] think. Upper Thames is looking to get more involved in

[34:42] that to try to control these as they do grow

[34:44] rapidly. And they spread quite easy. It's as simple as

[34:47] I was to a lecture on Fragmighties years ago. And

[34:50] you could carry a little piece of a route from

[34:53] digging in a ditch and have it on your equipment

[34:55] and dumping in debt somewhere else. And they will literally

[34:57] grow from that. And they choke out native species and

[35:01] cause issues for native animals as well. Mr. Fallout question.

[35:09] What do they look like? Like what are they distinctive

[35:12] looking or can? Yeah. So the Frag Mighty, there you'll

[35:17] see them along. If you go up to the top

[35:18] end of our ninth line up by the Perth Oxford

[35:21] by the water there, the some on Maple Woodside Road

[35:24] County Spray. Some there. They're like a tall they got

[35:27] here as an ornamental grass. They can get to be

[35:30] the invasive ones get to be 10, 12 feet tall.

[35:34] They get large flour seeds on the top that look

[35:37] like. Hair in essence. So the native ones are usually

[35:41] shorter for five feet. But when they get those 10,

[35:44] 12 foot tall sometimes, those are the end they get

[35:47] really closely grown together that it makes an impossible for

[35:50] things to grow through them. But yeah, if you look

[35:53] up at the top end of the ninth, there's some

[35:56] there. Um, that's probably our biggest area there. There's some

[36:00] over at County Road 8 in the 10th on the

[36:03] castle on the corner. There's a couple little pockets, but

[36:08] really up the top ends, our biggest one. We have

[36:10] some actually an interkip, I believe. There's some in the

[36:13] storm pond on Burton. Growing in there that the developer,

[36:18] when he cleans out that pawn, we'll have to clean

[36:20] those out as well. But yeah, so if he wants

[36:23] to see over, that's probably interkip. That's the closest over

[36:25] there. Any other questions for staff? Councilor Rudy. I think

[36:31] you can see the native ones on the side of

[36:33] County Road 33 over between the 14th and the 15th.

[36:38] And the ditches, the out grouping of those frond pragmaties.

[36:42] But I think they're the shorter ones. They're only four

[36:44] or five feet tall. They have like a big feather

[36:46] type top on them. Probably coming up now or in

[36:49] the fall, they'll be in lume. Any other questions regarding

[36:55] this report. Not seeing any wheat. There's a resolution that

[37:00] will be on your screen to support the request and

[37:02] to send the municipal letter of support. Move by Councillor

[37:09] Smith, seconded by Deputy Mayor Smith at Council Support the

[37:12] Request from the Upper Times River Conservation Authority regarding invasive

[37:15] species prioritization work. And that staff be directed to complete

[37:18] and send the municipal letter of support template to the

[37:21] upper Thames River Conservation Authority. Any discussion regarding that resolution.

[37:31] Not seeing any. We'll call the vote. That is carried.

[37:40] We are on to item nine reports. So we have

[37:44] a 2026 building department year to date report. From Director

[37:48] of Building and Development Services CBO John Scheer. John, is

[37:55] there any highlights you wish to go over on that

[37:58] report? Yep. So just a couple of, a couple of

[38:00] keynotes here. Um, permit numbers construction value and fees of

[38:05] all increased year to year. Single family dwellings have decreased

[38:08] year to year. Um, and that's basically just a supply

[38:12] issue right now. For Bylaw, again, we've increased the number

[38:16] of complaints we've responded to. By about 12. So that's

[38:21] not too, too bad. Uh, and the development section, there's

[38:24] nothing really here to highlight, but the exception of Parkside

[38:26] subdivision, TAV stock should begin pre - servicing the next

[38:30] month. So we should see that come online for 2027.

[38:35] And those are going to be all townhome units. As

[38:37] far as planning goes, it's been pretty quiet. Um, we've

[38:42] been working with WSP in regards to the secondary plan,

[38:45] uh, we finalized the areas in which we're going to,

[38:49] we just received public works comments for the finalized plan.

[38:54] We'll present to council. And the public, and so we

[38:57] should be seeing something hopefully by the end of the

[38:59] year. As far as drainage goes, large products do make

[39:02] a correction here. Uh, have Russell drain. Oh, that should

[39:05] have been Nicholas Strain. Um, that we worked on. So

[39:08] we received those, uh, some other projects. Tim's Creek, that's

[39:12] about an eight kilometer clean out. Uh, that should be,

[39:15] uh, started later on this year early next year. Reimer's

[39:18] in. That should be coming back to council. Um, the

[39:22] drain realignment for the 1979 drain for Brett Zerr's development

[39:26] in Tavistock. Petition's been approved. Um, so we should be

[39:30] seeing that one start any time. As far as locates,

[39:34] uh, we have almost doubled the volume of locates this

[39:36] year. Um, uh, in comparison to last year and same

[39:40] with the emergency locates that we receive off hours. And

[39:44] finally, we did plan lower this year for building permit

[39:48] revenue, but we should be able to, uh, make or

[39:51] exceed the budgeted amount this year. Field any questions. Thank

[39:56] you. Councillor Van Wyck. Just a question on the orchard

[40:01] subdivision out of the township. We'll be taking ownership of

[40:03] that. Um, I believe the 10 acres of Parkland coming

[40:05] through that. Is there any proposals for what that park

[40:08] land is going to look like? Or is that going

[40:09] to be in the winter, maybe a question for Karen?

[40:12] Is that going to be some proposals of what that

[40:14] proclaimer is going to look like? What can we do

[40:15] with it? Or is that going to be like maybe

[40:17] some public opinion on that as well? Uh, Tom's handling

[40:21] the development. So essentially once we get spare land through

[40:24] subdivisions, uh, it's off of, uh, development services and put

[40:28] onto Tom because he'll be responsible for future maintenance. So

[40:31] I'll let Tom kind of. Yeah. So I've had some

[40:36] discussions with the developer. Likely it'll be throughout the winter

[40:39] this year that the land will transfer and become the

[40:42] townships, Lynn. So I've had some preliminary discussions with developer,

[40:47] both possibly getting in there. There is no requirement for

[40:49] him to finalize the site or then to level the

[40:53] soil. So I'd like to get in there ahead time

[40:57] this all yet maybe work the land, get some grass

[41:00] seed down. So at least we've got some cover. So

[41:02] we're not growing weeds next year for the residents that

[41:04] back onto the property. And then there'll be the opportunity

[41:09] then in the 2027 budget for council to give some

[41:13] direction on what you envision there. Obviously ideas. That I

[41:19] would love to share on what we could do on

[41:20] the property. But ultimately it's come down to council decision

[41:24] on what they want to do with the land. We

[41:26] are quite restricted. You can't do stuff like playgrounds there.

[41:29] Like playground equipment. You can't put buildings there because it

[41:32] is the setbacks to the lagoons. But open green spaces

[41:35] trails. Stuff like that. Soccer fields, that type of thing

[41:39] would be allowed on that property. Any other questions to

[41:46] have counsel really. You indicated we're up on building permits.

[41:50] We're up on building permit value. Uh, down on residential,

[41:53] which was kind of driving the township, the last number

[41:55] of years, what's taken the place? Why is it industrial

[42:00] or what's the item that's picking it up. Dom, there's

[42:03] two items really. When you get a large inflexibility in

[42:05] permits for single family dwellings, they are always followed up

[42:08] in the next couple of years with Dex and sheds.

[42:10] So we did see an increase in that. Um, that's

[42:13] mainly where the value is. Sorry, as far as construction

[42:16] values go, um, and fees, we did increase the fees.

[42:19] So we should naturally see an increase in collected fees.

[42:23] And, um, inflation has driven costs higher. So that's where

[42:25] the construction value likely is increased from. So. Any other

[42:31] questions. I just have a quick one. Uh, John locates,

[42:35] uh, I understand locates seem to take a while to

[42:38] get done recently. Has that improved that situation? Um, yeah,

[42:42] we haven't, we haven't proved that quite a bit. Typically

[42:46] the locates are held up by, uh, by GTEL because

[42:48] they handle a lot more infrastructure locates than we do.

[42:51] Um, in this situation staff, um, have been working, you

[42:55] know, not overtime, but they've been working kind of to

[42:57] the max on this. And we do have procedures when

[43:00] we do hit higher volumes where we pull some staff

[43:03] members, including myself, um, to go out and do some

[43:06] locates as well. So it's not, it's not as dire

[43:10] as it looks. I know a hundred percent increase looks

[43:12] shocking. But we do have procedures in place to handle

[43:15] it. Yeah. I was more concerned with the third party

[43:18] locates. I know where, uh, we're getting hard to get

[43:21] done. Okay. Thank you.

[43:38] Move my counsel van wick. Second in my counselor Rudy,

[43:40] the report DBTS - 2026 - 02. He accepted his

[43:44] information.

[44:07] Thank you, Mayor Schaefer, um, as detailed in the report.

[44:10] Um, this is, this is a standard requirement under the

[44:12] municipal elections act. Um, every municipalities required to have a

[44:16] joint municipality is required to have a compliance audit committee.

[44:20] Um, in this case, um, the Arymuncipalities of Oxford County

[44:24] have elected for a joint compliance audit committee. Um, that's

[44:28] a practice that they've been doing for a number of

[44:31] years and it's been successful in terms of sharing costs

[44:33] and resources. Um, so this report essentially is just detailing

[44:37] that process details, um, what is required by the committee,

[44:41] uh, who the recommended committee members are. And then just,

[44:45] it has the draft by when it touched as well

[44:47] for that. Um, so just for background, as I said,

[44:50] the municipal elections act requires counsel to a point, uh,

[44:54] compliance audit committee prior to October 1st in an election

[44:56] year. Um, and then the committee itself has responsibilities to

[45:01] review and receive any complaints against a candidate. Um, in

[45:04] the municipal election in regards to their financial campaign contributions,

[45:10] um, or how they've spent campaign finances. So if a

[45:13] complaint is received, it's received by the clerk. And then

[45:15] it's forwarded to the joint compliant audits commit joint compliance

[45:19] audit committee for their review. And at that time, the

[45:23] committee would review it and deem whether or not, um,

[45:26] any breach was made by the candidate or whether they

[45:28] recommend that a formal investigation is taken. And that's forage

[45:33] to the courts to decide whether or not that candidate

[45:35] has violated their ability to still, um, be an elected

[45:39] member of council based on their, um, financial decisions. So

[45:44] happy answer any questions that anyone might have regarding that.

[45:47] Thank you Clark Raider. Any questions. Regarding this report. Looking

[45:56] at the list of candidates, our former members, and I

[45:59] look at the new members, it seems most are somewhat

[46:01] local to Oxford. And they've added a lawyer from Grey

[46:06] County, which seems to be an outlier. Is there some

[46:08] specific reason he brings to the table or how does

[46:11] that find its way on here? So no specific reason

[46:15] in specifically choosing that member of the committee. Um, the

[46:18] clerks reviewed all the applicants we received for the joint

[46:20] compliant on its committee. And he, this gentleman, uh, David

[46:24] Nisko, he was deemed to be one of the most

[46:27] qualified in terms of picking that, um, generally the joint

[46:31] compliant audit committee members are either lawyers or former CIOs

[46:34] or someone that has, um, an expertise in that area

[46:38] so that they're able to process those reviews expediently. So

[46:41] he was one of the, um, selected members, um, of

[46:45] the new applicants that we received. Any other questions regarding

[46:52] this report. Not seeing any. We have a resolution to.

[47:00] Approve this. Committee. Move by Deputy Mayor Smith, seconded by

[47:09] Councillor Smith, a report DLS - 2026 - 06. Be

[47:13] received his information in the Council approve the formation of

[47:16] a joint compliance audit committee and partnership with Oxford County

[47:19] Municipalities for the 2026 to 20230 term of office. And

[47:24] further, the Council Point David Morris, Carol Simmons, Keith Reibling,

[47:27] Christine's Crimger, Davidsco and Kyle Krueger to the 2026 Joint

[47:31] Compliance Audit Committee. And further that Council consider the biology

[47:35] appoint the members to the Joint Compliant audits committee. Any

[47:39] discussion regarding that resolution. We'll call the vote.

[47:53] That is carried. We are on to item 10. Notice

[47:58] of motion and new business. Councillor Van Wyck, would you

[48:02] like to address your motion? Uh, yeah. So as per

[48:08] the report for a couple of meetings ago, I had

[48:11] asked for this note's motion. Um, move myself seconded by

[48:14] Councillor Smith, the Council Direct staff to include in the

[48:17] proposed 2027 budget. The necessary funding and associate work with

[48:20] the development of a walking path that one stormwater management

[48:23] pond and tabostock, um, namely PON 5. And one storm

[48:28] management pawn and interkit for consideration driven 2026 budget deliberations.

[48:33] And to provide more context on this. Just this would

[48:35] be to allow public to use the current maintenance trail.

[48:38] I think PON 5 is just an out and back

[48:40] trail. Maintenance path. Um, so I'm not asking for it

[48:44] all the way around just to use the existing maintenance

[48:46] trail. And what that cost would take. Obviously be some

[48:49] planting of shrubs for a living wall. I'm assuming to

[48:52] be some signage, stuff like that. Um, and to bring

[48:54] that to the 2027 budget for deliberation on, could we

[48:59] make this happen? Um, like some neighboring municipalities have done.

[49:04] Thank you, Councillor Rand. Any questions for our mover.

[49:16] Councilor Rudy. Putting a walking path around her stormwater ponds,

[49:21] uh, is that contraven any of the regulations we have

[49:23] with fenced in ponds. I know we're doing it on

[49:26] the one on the northwest corner. There was a dry

[49:29] ponds. I don't know where ponton five is in Davistock.

[49:34] But. Yeah, so that the pawn in Tavistock would be,

[49:41] well, I guess there was two ponds we were looking

[49:42] at. We were looking at the brand new one in

[49:43] the Parkside subdivision. Sorry, not the parkside. Bridge. Yes. So

[49:50] we were looking at that one. We also look at

[49:51] the one on fourteenth line as well. Um. Anything else?

[49:56] Those were the two. Those are the main two. You

[49:59] got interkipped. Did the dry pond on yonker, but that

[50:01] one's a lot easier to sort of manage. Okay. Thank

[50:05] you. To also take counselors, read these question. The other

[50:14] point too with the, uh, wet pawns versus the Dry

[50:17] Ponds. We have talked to our municipal insurer. And that

[50:20] will be something that we'll have to consider if council

[50:24] wants to go ahead with this. Um, and we consider

[50:26] it in the 2027 budget. As there are insurance requirements

[50:30] around fencing a wet pond in terms of how close

[50:33] can the public get to it, um, for example, if

[50:36] a child was to fall into a wet pond and

[50:38] we haven't properly fenced or signed it, our insurance company

[50:41] has said we would not be covered for that. And

[50:43] we would be on our own for, um, liability in

[50:47] that case. So just something that council will need to

[50:49] consider when they go down that path in terms of

[50:51] what the fencing could look like, what the path would

[50:53] look like, et cetera. So something perhaps a flesh out

[50:57] further. Councillor Vawick. And I know I looked at the

[51:02] interior regulations on that as well. And it does say

[51:05] that a living fence is possible, um, when slope succeed

[51:08] a certain amount. So there is ways to do it.

[51:11] And neighboring with studies have done it. So obviously there'll

[51:13] be cost involved by what is that. There will be

[51:17] probably a living fence could be done instead of a,

[51:20] um, like a metal fence, for example. But then again,

[51:23] head walls where it's really steep. You might need fencing

[51:25] there permanent fencing, for example. So I understand there'll be

[51:28] some implications there, but they'll have to be considered to

[51:30] make it feasible as well. Um, in that sense. I'll

[51:38] just ask staff, uh, is staff clear with, uh, what

[51:40] we're looking for here. And is that something that can

[51:43] be. Done for the budget. We have our mover in

[51:52] seconder. We will, uh, get the resolution on the screen

[51:56] unless the other questions. Okay, the resolution

[52:06] is on your screen. It's been red. It's got a

[52:08] mover in seconder. Is there any discussion regarding that resolution.

[52:15] Not seeing any more call the vote.

[52:44] That is carried. We are on to item 11, uh,

[52:50] six items under Unfinished Business. Is there any questions for

[52:54] staff regarding. Those Unfinished items. I just have a quick

[53:03] one regarding, uh, item C 90 Lovey Street. With the,

[53:08] uh, tender process on that. When can we expect that?

[53:19] I'll jump in and then if anybody wants to throw

[53:22] in with me, um, we didn't initiate as council as

[53:26] aware the record of site commission processed with the ministry.

[53:28] We did receive feedback already on it. So we are

[53:32] holding off until we send in the additional information that

[53:36] the ministry has requested. So that we can make sure

[53:40] that the RSC process will be continuing before we actually

[53:48] list the property. We receive feedback. On that there was

[53:52] additional information required for our RRC report. And the consultant

[53:57] that we were using has provided that. So we're waiting

[54:00] for acknowledgement from the ministry that that information is acceptable.

[54:05] And then we'll be able to provide that report with

[54:08] the listing for the property. Thank you. Any other questions

[54:13] regarding it in the items? Deputy Mayor Smith. Are we

[54:17] still on timeline for our secondary plan. Coming forward? Has

[54:22] there been any update. Uh, so are we on time?

[54:28] Definitely not. Um, it should be here by the end

[54:30] of the year. Again, we have all the regular, we

[54:32] have all the required information. Um, we have everybody that

[54:35] was to review, has reviewed. Now, of course, the only

[54:40] hiccup now is we had a barn burned down. Last

[54:44] week. So I'm not sure if we need to update

[54:46] anything or if we can just kind of take that

[54:48] as information and just acknowledge that in the final report.

[54:52] So we're pretty close. We do hopefully we're optimistic. We'll

[54:55] get something by the end of the year. It's not

[55:02] a question. Back to be conferences and seminars. I did

[55:08] have the opportunity last month to represent this council at

[55:12] the annual AMO Conference in Ottawa. You organization that, of

[55:18] course, represents all 444 municipalities in Ontario. Did bring a

[55:23] new fangle to the keynote address this year. It's a

[55:27] live presentation of the popular podcast, the curse of politics.

[55:33] Show features four veteran strategists and back room operatives. That,

[55:40] uh, play in the political arena names that you would,

[55:43] uh, likely know hosted and moderated by David Hurley alongside

[55:48] regular television network news panelists. Scott Reed, Jordan Leachnitz and

[55:54] Corey Tonike. Unscripted, unfiltered and behind the scenes insights into

[56:01] the current Canadian political events, campaigns, public policy and the

[56:07] forces that affect them from beyond our borders. As you

[56:11] can well imagine, plenty of tariff trade and Trump talk

[56:17] in the hour - long special, including a more colorful

[56:21] brand of language than we normally hear. Appearances across the

[56:26] conference from Premier Doug Ford, Merritt Stiles, leader of the

[56:30] official opposition, interim liberal leader. John Fraser and the leader

[56:35] of the Green Party, Mike Schreiner, plenty of great plenary

[56:39] and concurrent programming that touched on everything from data centers

[56:43] to infrastructure deficits, local democracy, sovereignty, homelessness, housing, healthcare, uh,

[56:51] that list could go on. Uh, Reverberating takeaway, the fact

[56:55] that municipalities continue to be tasked with more than ever

[57:01] before, punching above their weight was the term that, uh,

[57:05] one expert used. That weight is getting heavier issues, more

[57:11] complex legislation continues to roll above us out at breaknet

[57:17] speed. I would say good value, good investment anytime. One

[57:20] can be exposed to thought leaders and sector specific experts

[57:26] in the municipal sphere. It's a masterclass to move you

[57:30] along the continuing learning continuum. So again, I'd like to

[57:35] thank Council for approving my participation and representation on its

[57:41] behalf and to staff for taking care of some of

[57:45] the logistics. So thank you. Thank you, Councillor Smith. Any

[57:52] other discussion regarding on Finnished Business. Not seeing any. We

[57:56] will now move on to item 12. Where we will

[57:59] adjourn to close session. And.

[58:10] Resolution to move into that. On your screen. Move by

[58:19] counselor Gillespie. Second it by Deputy Mayor Smith. That has

[58:21] authorized intersection 239 of the municipal act Council moving into

[58:25] the close to the Public Session at 956 AM to

[58:28] consider the following, personnel matters about an identifiable individual, including

[58:32] municipal or local board employees, director of fire emergency services

[58:36] recruitment update. Any discussion. Call the vote.

[58:53] That is carried. We will now move into closed session.

[2:16:45] We're back. We are on to item.

[2:16:57] The only byla today is the Joint Audit Compliance. Committee.

[2:17:01] So first and second reading.

[2:17:13] Move by Councilor Smith. Seconded by Deputy Mayor Smith, Byla

[2:17:16] 2026 - 32, but you read a first and second

[2:17:19] time. So any discussion regarding that. I'm seeing any. We'll

[2:17:25] call the vote.

[2:17:43] It's carried. I don't have. And then the final one

[2:17:49] is. Confirming an adjournment. Oh, third reading. Okay. Third reading

[2:17:58] of the Bylaw. Move a council Gillespie, seconded by Councillor

[2:18:03] Rudy that Byla 2026 - 32. We read a third

[2:18:06] and final time. Any discussion. We'll call a vote.

[2:18:26] That is carried. Now confirming. In German.

[2:18:46] Move by Deputy Mayor Smiths. Second of my counselor Rudy

[2:18:49] that the Bylaw 2026 - 33 being a biologic confirmed

[2:18:53] the proceedings of council held September 2nd, 2026. We read

[2:18:57] a first second and third time. The second day of

[2:18:58] September 2026 that the Maronne Clerk are here by authorized

[2:19:02] designed the same and affixed the Corpus seal there too.

[2:19:05] And further that the meeting is now adjourned at 11

[2:19:07] 16 a. m. So any discussion. Call the vote.

[2:19:21] And that is Carrie. We are adjourned.

Regular Meeting of Council

Agenda

Transcript